Accounts Payable Specialist

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4 days ago Requisition

Salary Range: $25.00 To $35.00 Annually

The Accounts Payable Specialist is responsible for managing the organization's full-cycle accounts payable process, ensuring accurate and timely processing of invoices, expense reports, vendor payments, account reconciliations, and compliance with company policies and accounting standards. This role works closely with vendors, internal departments, procurement teams, and finance management to maintain strong vendor relationships while supporting the organization's financial controls and operational efficiency.

The ideal candidate possesses strong attention to detail, excellent organizational skills, a solid understanding of accounting principles, ability to follow instructions and the ability to manage multiple priorities in a fast-paced environment.

• Review, verify, and process vendor invoices accurately and timely.
• Match invoices to purchase orders, contracts, receipts, and supporting documentation.
• Ensure proper coding of invoices to general ledger accounts, cost centers, departments, and projects.
• Research and resolve invoice discrepancies, pricing issues, duplicate payments, and approval variances.
• Monitor invoice workflow and follow up on outstanding approvals.
• Process recurring invoices and automated payment transactions.
• Establish and maintain vendor records in the accounting system.
• Validate vendor information, including tax forms, banking details, and payment terms.
• Coordinate vendor onboarding and ensure compliance with company policies.
• Respond promptly to vendor inquiries regarding payment status and account balances.
• Investigate and resolve vendor disputes and reconciliation issues.
• Maintain professional and positive vendor relationships.

• Prepare and process payment runs via check, ACH, wire transfer, virtual card, and other approved payment methods.
• Ensure payments are made according to contractual terms and company policies.
• Monitor discount opportunities and optimize payment timing.
• Maintain payment schedules and cash flow requirements.
• Ensure proper authorization and documentation for all disbursements.
• Review and process urgent and exception payments when necessary.

• Perform vendor statement reconciliations regularly.
• Reconcile accounts payable subledger to the general ledger.
• Investigate and resolve aged balances and outstanding transactions.
• Monitor prepaid expenses and accrual-related invoices.
• Assist in identifying process improvements and reconciliation efficiencies.

• Assist in month-end close activities related to accounts payable.
• Prepare AP accruals and ensure proper recording of liabilities.
• Reconcile AP-related accounts and prepare supporting schedules.
• Support annual audits by providing documentation and responding to auditor requests.
• Assist with year-end reporting and tax-related requirements.

• Review employee expense reports for compliance with company policies.
• Verify supporting receipts and approvals.
• Process reimbursements accurately and within established timelines.
• Investigate discrepancies and communicate with employees regarding missing or incomplete documentation.

• Ensure adherence to company policies, accounting procedures, and internal controls.
• Support segregation-of-duty controls and fraud prevention measures.
• Maintain confidentiality of financial and vendor information.
• Assist with implementation and monitoring of AP policies and procedures.
• Support compliance with tax regulations and reporting requirements.

• Prepare recurring and ad hoc accounts payable reports.
• Monitor AP aging reports and identify potential issues.
• Analyze payment trends and vendor activity.
• Assist management with budgeting and cash forecasting information.
• Provide recommendations for process enhancements and cost-saving opportunities.

• Utilize ERP and accounting systems efficiently.
• Maintain accurate AP records and electronic document management.
• Participate in system upgrades, testing, and implementation projects.
• Recommend automation opportunities to improve efficiency and…