Accounts Payable Specialist

Job Description

Full Cycle Accounts Payable: Full cycle AP means you don’t just “enter invoices”—you own the entire money‑out process, ensuring vendors get paid correctly, on time, with proper approvals and accounting accuracy.

Responsibilities:

• Receiving invoices from vendors via email, mail, portals, or systems like SAP/Concur.
• Verifying that invoices are valid, properly formatted, and match purchase orders or agreements.
• Coding invoices to the correct general ledger accounts and cost centers.

• Matching:
  • Purchase Order (what was ordered)
  • Receiving documentation (what was delivered)
  • Vendor invoice (what is billed)
• Resolving discrepancies (price differences, quantity issues, missing approvals).

• Routing invoices to internal approvers.
• Following up to ensure timely approvals so payments aren’t delayed.
• Enforcing company policies for approval thresholds.

• Processing employee expense reports, often through tools like Concur.
• Verifying receipts, policy compliance, and proper documentation.
• Ensuring timely reimbursement payments.

• Preparing payment runs (ACH, checks, wires, virtual cards).
• Scheduling payments based on due dates and cash flow strategy.
• Ensuring payments are accurate and authorized before release.

• Maintaining vendor records (W-9s, banking details, contact info).
• Responding to vendor inquiries about payment status.
• Resolving disputes or discrepancies with vendors.

• Reconciling AP sub‑ledger to the general ledger.
• Ensuring all invoices are properly recorded in the correct period.
• Accruing for invoices not yet received but incurred.
• Supporting audits with documentation.

• Following internal controls to prevent duplicate payments or fraud.
• Ensuring compliance with tax rules and company policies.
• Maintaining audit‑ready documentation.