Accounts Payable Specialist

Job Description

The Accounts Payable Specialist plays a key role in the finance team by accurately processing invoices, managing vendor accounts, and supporting the overall accounts payable function within a large ERP environment. This position focuses on timely and precise payment processing, detailed reconciliations, and analytical reporting to ensure strong financial controls and vendor relationships.

The Accounts Payable Specialist plays a key role in the finance team by accurately processing invoices, managing vendor accounts, and supporting the overall accounts payable function within a large ERP environment. This position focuses on timely and precise payment processing, detailed reconciliations, and analytical reporting to ensure strong financial controls and vendor relationships.

• Process accounts payable by matching invoices, purchase orders, and receiving reports, ensuring accurate three-way matching and proper documentation.
• Enter approved invoices into the accounts payable system in a timely and accurate manner.
• Prepare and process accounts payable checks according to the scheduled payment cycles.
• Audit freight bills that are paid by an outside service vendor to ensure accuracy and compliance with agreed terms.
• Prepare monthly department spending reports, summarizing expenses and highlighting key trends as needed.
• Analyze vendor accounts to identify discrepancies, monitor payment terms, and ensure accounts remain in good standing.
• Negotiate extended payment terms with vendors under unusual or special circumstances, maintaining positive vendor relationships.
• Perform reconciliations related to accounts payable to ensure that ledger balances align with vendor statements and internal records.
• Maintain organized and up-to-date filing of invoices and related accounts payable documentation for easy retrieval and audit support.
• Assist with special projects as assigned, supporting the broader accounting and finance team with ad hoc analysis or process improvements.

• Proven experience in accounts payable, including invoice processing and three-way matching of invoices, purchase orders, and receiving reports.
• Hands-on experience working within a large ERP system, including mainframe-based environments.
• Practical knowledge of accounts payable processes such as payable reconciliations, check processing, and vendor account analysis.
• Proficiency with spreadsheet tools, including the use of VLOOKUP functions and pivot tables for data analysis and reporting.
• Ability to audit and review freight bills and other vendor invoices for accuracy and compliance.
• Strong attention to detail and accuracy when entering and reconciling financial data.
• Effective communication skills to interact with vendors and internal stakeholders regarding payment terms and account issues.

• Experience with major ERP and accounting systems such as SAP, Sage, or Net Suite.
• Experience working with purchase orders and receiving reports as part of the invoice approval process.
• Comfort with mainframe-based financial systems and large-scale data processing environments.
• Ability to support special projects within the accounting and finance function, demonstrating flexibility and initiative.
• Strong analytical skills to interpret spending reports, vendor data, and reconciliations.
• Organizational skills to maintain structured filing systems and manage multiple invoices and vendor accounts simultaneously.

This role is part of a small, collaborative accounts payable team of two within a larger accounting and finance group of approximately seven to eight people. The position reports to a supervisor who also oversees cost accounting, providing exposure to broader finance activities. The organization operates as a large employer in the Ocala area, offering a structured environment with established processes and the use of large ERP and mainframe systems.

The work setting emphasizes accuracy, teamwork, and communication across the finance function.

This is a Contract position based out of Ocala, FL.

The pay range…