Accounts Payable Specialist

Job Title Accounts Payable Specialist Summary This  full-time, Salary, Non-Exempt position is responsible for the accurate and timely processing of the company’s accounts payable transactions, cash disbursements, and related payment functions. The role manages the end-to-end AP invoice lifecycle within the company’s automation assisted processing environment (Ancora IDC, Epicor ECM, Epicor Kinetic), prepares and processes all payment methods (checks, ACH, wires, credit card), and monitors exception queues to ensure timely resolution.

The AP Specialist also supports cross-functional finance operations. This position reports to the Assistant Controller and works a normal schedule of Monday through Friday, 8am-5pm.

Job Description

Essential Duties and Responsibilities:

Invoice Processing & Management Prepare and enter AP invoice batches for both freight and non-freight invoices within Epicor Kinetic, ensuring proper coding, approval routing, and documentation.

Monitor Ancora IDC and Epicor ECM exception queues, resolving capture and matching failures in a timely manner.

Identify and document recurring issues that are being resolved manually within ECM and propose systemic solutions to reduce exception volume over time.

Support the Cost Accountant with follow up of Received-Not-Invoiced (RNI) items to ensure unvouchered AP is resolved within acceptable time frames.

Process employee expense reports, verifying GL coding and prompt reimbursement.

Monitor Zoho expense, properly maintaining expense report status.

Process vendor debit memos, ensuring proper offset against outstanding payables.

Payments & Disbursement Prepare weekly cash requirements for review and approval by the Assistant Controller.

Print and post check batches within Epicor Kinetic.

Prepare ACH payment batches for authorization by the Assistant Controller; post and process approved ACH payments.

Monitor invoices eligible for early payment discounts during payment batch preparation and prioritize accordingly to maximize discount capture.

Process void checks and stop payment requests in Epicor Kinetic, coordinating with Treasury for associated banking actions needed, and coordinating reissuance as needed.

Periodically review outstanding checks aged beyond 90 days, contacting vendors to resolve stale-dated items and coordinating with the Staff Accountant for unclaimed property reporting as needed.

Expense & Vendor Management Respond to vendor and internal inquiries regarding invoice status, payment timing, and account balances.

Reconcile vendor statements with Epicor Kinetic, proactively identifying issues such as missing invoices or outstanding credits.

Communications & Administrative Support Monitor the AP email inbox and triage incoming vendor correspondence, invoices, and inquiries for timely resolution.

Monitor the general Accounting email inbox and ensure items are being addressed and resolved by the appropriate team members.

Investigate aged AP items and payment method irregularities, escalating issues as needed.

Maintain organized records and supporting documentation for all processed transactions in accordance with company retention policies.

Support month-end close activities related to AP, including accrual support and account reconciliation as directed.

Identify, review, and streamline all critical AP processes to ensure maximum efficiencies and provide recommendations and results.

Back-up functions to the team as necessary.

Critical

Skills:

Trustworthiness
- We earn trust through honesty, integrity and reliability.

Adaptable
- We are able to maintain effectiveness in a changing environment.

Approachable
- We are open minded, friendly, engaging, understanding and empathetic; being comfortable engaging in challenging conversations.

Curious
- We improve the organization by seeking information and knowledge to continually grow and learn and reduce moments of uncertainty and ambiguity.

Minimum Qualifications:

Associate Degree required, preferably in Accounting or Finance.
4+ years of accounts payable experience in a manufacturing environment.

Experience with ERP-based AP invoice processing workflows;
Epicor Kinetic experience strongly preferred.

Exposure to…