Accounts Payable Specialist

GENERAL SUMMARY

The Accounts Payable Specialist works under the direct supervision of the Financial Controller. This position is responsible for ensuring the accurate and timely processing of invoices and payments while maintaining strong relationships with vendors and internal stakeholders. This role supports the organization's financial operations by verifying financial transactions, maintaining accurate records, reconciling accounts, and ensuring compliance with company policies and accounting procedures.

The Accounts Payable Specialist demonstrates strong attention to detail, organizational skills, and a commitment to providing excellent customer service while contributing to the efficiency and integrity of the accounting function.

• Process vendor invoices accurately and in a timely manner.
• Verify invoices for appropriate approvals, coding, and supporting documentation.
• Match invoices with purchase orders and receiving documents, when applicable.
• Prepare and process weekly or scheduled payment runs, including checks, ACH, and wire transfers.
• Maintain accurate vendor records, including W-9s, banking information, and contact details.
• Respond to vendor inquiries and resolve payment discrepancies professionally and promptly.
• Reconcile vendor statements and investigate outstanding balances.
• Monitor accounts to ensure payments are made according to agreed-upon terms and take advantage of available discounts.
• Record and reconcile corporate credit card transactions and employee expense reports, as assigned.
• Assist with month-end and year-end closing activities, including account reconciliations and accruals.
• Maintain organized financial records and supporting documentation in accordance with company policies and retention requirements.
• Assist with annual Form 1099 preparation and other regulatory reporting requirements.
• Ensure compliance with company policies, accounting standards, and internal controls.
• Support audits by providing requested documentation and explanations.
• Collaborate with internal departments to resolve invoice, purchasing, and payment issues.
• Identify opportunities to improve accounts payable processes, increase efficiency, and strengthen internal controls.
• Maintain confidentiality of financial information and sensitive company data.
• Assist with other accounting, finance, and administrative duties as assigned.

Strong analytical problem-solving aptitude with creative solutions, ability to organize work with large amounts of information efficiently. Manage multiple projects and deadlines simultaneously with strong attention to detail. Net Suite experience preferred but not required.

Associates Degree in Accounting, preferred, with a minimum of 2-3 years experience in A/P.