Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist plays a key role in managing full-cycle accounts payable activities, ensuring accurate and timely processing of invoices, expense reports, and freight and utility billings. This position supports accounting operations by reconciling accounts payable batches, assisting with month-end and year-end close, and contributing to audit and process improvement initiatives within a fast-paced onsite environment.

Responsibilities

+ Review vendor invoices, match them to purchase orders and packing slips, research and resolve discrepancies, and voucher approved invoices into the accounting system.

+ Reconcile and post accounts payable batches in the accounting system to ensure accurate and up-to-date financial records.

+ Print, review, reconcile, allocate to job costs, and voucher expense reports for field service jobs into the accounting system.

+ Reconcile and voucher weekly UPS billings into the accounting system, ensuring proper coding and timely payment.

+ Review and voucher LTL freight invoices, including internal and intercompany charges, into the accounting system.

+ Review and voucher multi-site utility invoices into the accounting system, ensuring accuracy and completeness of charges.

+ Assist purchasing department employees with accounts payable-related transactions and issue resolution when required.

+ Print accounts payable checks and obtain all required authorized signatures prior to disbursement.

+ Upload all accounts payable documents to the electronic filing system to maintain organized and accessible records.

+ Assist with month-end and year-end close processes as requested, including reconciliations and reporting support.

+ Assist with various internal and external audits as requested, providing documentation and explanations related to accounts payable activities.

+ Support cash flow management, payment forecasting, and working capital optimization through accurate and timely AP processing.

+ Identify opportunities for process improvements, automation, and financial efficiencies within accounts payable workflows.

+ Ensure adherence to internal controls, audit compliance requirements, and financial policies related to accounts payable operations.

+ Maintain a high level of ethical conduct, integrity, and professionalism when handling confidential financial and operational information.

Essential Skills

+ At least 2 years of full-cycle accounts payable experience.

+ Strong understanding of accounting principles (GAAP) and their application within the Accounts Payable function.

+ Hands-on experience with invoice processing, three-way matching (purchase order, packing slip, invoice), and invoice reconciliation.

+ Proficiency in ERP systems and accounting software, such as Infor Syte Line, SAP, Oracle, Net Suite, or similar financial systems.

+ Advanced proficiency in Microsoft Excel, including pivot tables and data analysis, and strong working knowledge of Microsoft Office applications (Outlook, Word, PowerPoint).

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Experience with accounts payable and receivable processes, invoice entry, invoice coding, and vendor invoice management.

+ Demonstrated ability to support cash flow management, payment forecasting, and working capital optimization through effective AP operations.

+ Knowledge of internal controls, audit compliance, and financial policies related to accounts payable.

+ Excellent written and verbal communication skills, with the ability to translate complex financial data into clear, actionable insights for non-finance stakeholders.

+ High level of personal effectiveness with strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced onsite environment.

+ Demonstrated high level of ethical conduct, integrity, and professionalism in handling confidential information.

Additional

Skills & Qualifications

+ Bachelor's degree in accounting, finance, or a related field is preferred.

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Experience with SAP and other ERP systems for accounts payable processing and reporting.

+ Strong data entry skills with a focus on accuracy and timeliness.

+ Experience reconciling vendor statements, freight invoices, and multi-site utility billings.

+ Ability to identify and implement process improvements and automation initiatives within accounts payable.

+ Comfort working with job cost allocations and field service expense reports.

+ Ability to collaborate effectively with purchasing and other cross-functional teams.

+ Experience supporting audit activities by providing documentation and explanations related to accounts payable transactions.

Work Environment

This role is based onsite at a manufacturing company located in Fremont, California, approximately three minutes from the main headquarters. The work environment is fast-paced and detail-oriented, with daily use of ERP systems, accounting software, and Microsoft Office applications to support financial operations and reporting. The position involves close…