Accounts Payable Specialist

Accounts Payable Specialist

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 include:

• 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 include:

• 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 and qualifications include:

• 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 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 and opportunities to develop professionally, especially as the organization transitions to a paperless invoicing system.

Job type and location:
This is a contract position…