Accounts Payable Specialist

Job Title:

Accounts Payable Specialist

Job Description

The Accounts Payable Specialist plays a key role in the accounting team by accurately processing invoices, resolving discrepancies, and supporting the transition to a more automated, paperless accounts payable environment. This position focuses on invoice entry, electronic data interchange (EDI) processing, and issue resolution, while working closely with a collaborative accounts payable department.

Responsibilities

+ Open incoming mail and manually enter paper invoices into the Infor Sx system, with responsibilities evolving as the organization transitions to a paperless process.

+ Print and manually enter invoices received via email into the system, with the process shifting to an integrated email inbox that will eliminate the need for printing.

+ Process EDI invoices efficiently and accurately, ensuring that electronic invoices are properly captured and recorded.

+ Research and resolve invoice issues, including purchase order costing discrepancies, payment differences, and other invoice-related concerns.

+ Perform detailed invoice resolution work, particularly during the early stages of the role when issue resolution will be a significant portion of daily responsibilities.

+ Verify that invoices match purchase orders and payment terms, and follow up on discrepancies with appropriate internal stakeholders.

+ Maintain accurate and timely records of all invoices processed, both electronic and manual.

+ Collaborate closely with the accounts payable team and broader accounting group to support smooth and efficient AP operations.

+ Contribute to the implementation and adoption of the upgraded paperless invoicing system by adapting processes and providing feedback.

+ Handle an average workload of roughly 200 invoices per week, adjusting to fluctuations in volume as needed.

Essential Skills

+ At least 1 year of accounts payable experience, including hands-on invoice processing.

+ Practical experience with accounts payable workflows such as invoice entry, invoice processing, and purchase order matching.

+ Familiarity with EDI (Electronic Data Interchange) invoice processing.

+ Ability to work with basic Excel functions, such as simple formulas and data entry, without the need for advanced tools like pivot tables or VLOOKUP.

+ Strong attention to detail and accuracy when entering and reviewing invoice data.

+ Capability to research and resolve invoice and payment discrepancies in a structured and thorough manner.

+ High school diploma or associate degree; however, relevant experience is valued more highly than formal education.

Additional

Skills & Qualifications

+ Experience working in a wholesale, distribution, or similar environment is beneficial.

+ Exposure to paperless invoicing or system upgrades is helpful, especially in accounting or accounts payable settings.

+ Ability to adapt to evolving processes and technology as the organization implements a more automated AP system.

+ Strong communication skills to collaborate with the accounts payable team and other accounting functions such as accounts receivable, billing, credit, and collections.

+ Commitment to long-term professional growth within an organization that supports internal mobility and development.

+ Organizational skills to manage varying invoice volumes and prioritize tasks effectively.

Work Environment

You will work within an accounts payable team of three, receiving training and ongoing support from the entire department. The role involves processing approximately 200 invoices per week, with a mix of electronic EDI invoices and manually entered invoices from mail and email. The company fosters a family feel and a culture where long-term tenure and internal growth are common, providing stability…