AP Billing Specialist II

Last date to apply:
We are continuously accepting applications

• Ensures timely and accurate payment of all vendor invoices through check, ACH, and wire transfer by validating, processing, and reconciling invoices in accordance with company policies
• Maintains expense control and financial accuracy while managing all company billing and invoicing activities, including paper and electronic invoicing
• Protects organizational value by maintaining strict confidentiality of financial and operational information
• Continuously reviews and updates procedures to reflect process changes and best practices
• Processes vendor invoices, including receipt, matching, and validation against properly approved purchase orders and receiving documentation, and accurately enters invoices into the Accounts Payable system
• Researches and properly documents management approval of all discrepancies
• Reviews and posts employee expenses & mileage, ensuring they follow company policy and have the proper approvals
• Schedules payments and processes checks and wire transfers weekly through Sunday of the following week
• Obtains manager approval for scheduled payments and executive approval prior to releasing payment; checks greater than $10,000 will require a second signature
• Ensures all payments have appropriate documentation and are properly approved before processing, in accordance with company policy
• Maintains control and custody of blank check stock and reconciles usage to ensure no checks go missing
• Distributes or mails signed checks in accordance with established procedures
• Records any invoices for prepayment and clears them when the goods are received
• Attaches check “file copy” to invoice packets and scans/indexes all payments for quick and consistent retrieval via BMI scanning software
• Maintains the Vendor Master File by ensuring all new vendors and vendor changes are set up only after proper written approval is obtained from Purchasing, in accordance with established P2P controls and documentation requirements
• Maintains and updates the Recurring Item Log, ensuring all required accruals are identified and shaded in red when applicable
• Prepares and submits accurate month‑end reporting for non‑merchandise accruals, ensuring completeness and alignment with financial closing requirements
• Utilizes SQL and Excel (data tables and pivot tables) for efficient reporting and analysis
• Monitors customer auto‑invoicing on warehouse orders and updates the freight and invoicing for all PPD & ADD orders, ensuring they are invoiced in a timely manner and in the proper month
• Prints any non‑electronic invoices and mails them to the customer promptly to ensure timely delivery and payment
• Supports business alignment through frequent collaboration and communication with personnel across all departments
• Participates in IT development initiatives to continuously improve accounts payable, billing systems, and reporting capabilities; creates and reviews internal controls to ensure accurate processing and reporting
• Maintains job knowledge through ongoing education and professional development
• Performs year‑end and third‑party audit duties
• Issues, manages, or cancels company credit cards per company policy and executive direction
• Analyzes and summarizes data, reports findings, interprets results, and provides recommendations
• Other projects as needed

• Read, understand, and consistently follow procedures and policies
• Interpret and apply corporate financial policies and company controls
• Strong work ethic and focus on problem solving
• Strategic thinker with a desire for continuous improvement
• Communicate analyses and information clearly, concisely, and effectively
• Work with people in a manner that shows sensitivity, tact, and professionalism
• Strong organizational skills, and ability to prioritize and balance workload to meet deadlines
• Attention to detail, multi‑tasking, and strong follow through

• Generally 1‑3 years of experience
• Commensurate SQL reporting experience required
• Commensurate proficiency with Excel
• Degree in Accounting preferred
• Commensurate performance, skills, and knowledge
• Experience with ERP systems preferred

Typical office setting; sedentary work with occasional walking, standing, bending, carrying light items, and driving an automobile. No special physical demands required. Reasonable accommodations may be made for disabled individuals.

This job description is not comprehensive and duties may change at any time.

This job description does not constitute a contract of employment; both the associate and the company may exercise their employment‑at‑will rights.

We are an equal opportunity employer and celebrate diversity. We are committed to creating an inclusive environment for all employees and candidates.