Accounts Payable Specialist

Job Description

JOB SUMMARY:

The Accounts Payable Specialist supports accurate and timely processing of invoices and payments. This position reviews documentation, enters invoices into the accounting system, routes items for approval, reconciles vendor statements, and maintains complete electronic records. The role works closely with vendors, project teams, purchasing, and accounting to resolve discrepancies and support weekly payment processing.

DUTIES AND RESPONSIBILITES:

• Monitor the accounts payable inbox and process invoices and credit memos promptly
• Review invoices and enter vendor invoices
• Research discrepancies on invoices vs purchase order
• Enter new vendors accurately into the accounting system and route them for approval
• Maintain vendor records and obtain W-9s, payment details, and compliance documents as required
• Reconcile vendor statements and investigate missing, duplicate, or past-due items
• Prepare weekly check and electronic payment runs
• Assist with positive pay
• Respond to vendor questions and communicate payment status professionally
• Process expense reports
• Process credit card payment reciliation
• Maintain organized electronic files and audit-ready records
• Assist with month-end close review of accounts payable aging
• Process sales and used tax
• Process city taxes
• Bi-weekly timesheet review
• Part time answering phones and assisting front desk tasks

SKILLS AND ABILITIES:

• High degree of accuracy and attention to detail
• Organized and able to manage competing deadlines
• Clear written and verbal communication
• Proficiency with Excel, Outlook, and PDF documents
• Comfort working in accounting or ERP systems
• Ability to research discrepancies and follow issues through resolution
• Understanding of accounts payable processes and internal controls
• Team-oriented, service-focused approach
• Works independently and handles confidential information
• Self-motivated.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

This position requires an in person office presence, spending much of your time typing on a computer. Must be comfortable working in an office, cubicle environment with other team members.

POSITION TYPE AND HOURS:

• Full Time in office, non-exempt
• Monday – Friday 8am-5pm

CREDENTIALS AND EXPERIENCE:

• High school diploma or equivalent required
• One year of accounts payable, accounting, or administrative experience preferred
• Experience with accounting or ERP software preferred
• Working knowledge of Microsoft Excel, Outlook, and PDF documents
• Accurate data entry and 10-key skills