Accounts Payable Specialist

A well-established manufacturing organization is seeking an experienced and detail-oriented Accounts Payable Specialist to join its Finance and Accounting team.

This position is responsible for the accurate and timely processing of vendor invoices and payments while maintaining strong internal controls, complete documentation, and positive vendor relationships. The Accounts Payable Specialist will work closely with Purchasing, Receiving, Operations, Supply Chain, and Accounting to research and resolve invoice discrepancies and ensure transactions are recorded accurately.

The ideal candidate is organized, analytical, comfortable working in a high-volume environment, and able to take ownership of issues through resolution. Manufacturing experience is preferred, particularly experience working with purchase orders, three-way matching, receiving discrepancies, freight invoices, and ERP-based Accounts Payable processes
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• Process a high volume of vendor invoices accurately and within established payment terms.
• Review invoices for completeness, accuracy, proper authorization, and appropriate supporting documentation.
• Perform two-way and three-way matching between purchase orders, receiving records, and supplier invoices.
• Research and resolve discrepancies involving:
• Quantities
• Purchase orders
• Receiving
• Credits
• Tax
• Payment terms
• Work closely with Purchasing, Receiving, Supply Chain, Operations, and plant personnel to resolve invoice exceptions.
• Code non-purchase-order invoices to the appropriate general ledger accounts, departments, and cost centers.
• Review invoices for proper sales and use tax treatment.
• Verify that required approvals are obtained before invoices are released for payment.
• Monitor invoices placed on hold and follow up with appropriate departments to ensure timely resolution.
  
  Maintain accurate and complete vendor records and supporting documentation.
• Review vendor statements and reconcile outstanding invoices, credits, and payments.
• Research vendor inquiries regarding payment status, short payments, missing invoices, deductions, and account discrepancies.
• Identify and prevent duplicate invoices and duplicate payments.
• Assist with scheduled ACH, check, wire, and electronic payment runs
  .
• Verify payment details and supporting documentation prior to payment release.
• Research returned or rejected payments and coordinate corrective action.
• Maintain accurate records of vendor credits and ensure credits are applied appropriately.
• Process freight, utility, service, maintenance, and other operational invoices as assigned.
• Assist with employee expense reports and corporate purchasing-card transactions when required.
• Maintain organized electronic Accounts Payable records in accordance with company policies and retention requirements.
• Support vendor setup and maintenance, including W-9 documentation, tax information, banking details, and payment terms.
• Assist with annual 1099 reporting and vendor tax documentation as applicable.
• Support internal and external audit requests by providing invoice, payment, and vendor documentation.

• Review invoices associated with raw materials, components, production supplies, maintenance, freight, equipment, and plant services
  .
• Resolve differences between purchase orders, goods received, and supplier invoices.
• Work with Receiving and Purchasing teams to identify missing receipts or incorrect receiving quantities.
• Research purchase-price and quantity variances when invoice amounts do not agree with the purchase order.
• Monitor aged unmatched invoices and purchase-order exceptions.
  
  Assist with resolving received-not-invoiced and invoiced-not-received transactions.
• Support accurate recording of manufacturing and operational expenses in the appropriate accounting period.
• Assist Accounting with AP-related accruals and outstanding liability analysis during month-end close.
• Help ensure costs are assigned to the appropriate department, facility, cost center, or general ledger account.
• Communicate professionally with domestic and international suppliers when applicable.

• Assist with monthly Accounts Payable close activities.
• Rec…