Accounts Payable Specialist

Accounts Payable Specialist

Job Description

This Accounts Payable Specialist role focuses on accurately processing vendor invoices, maintaining organized financial records, and supporting a growing organization in the clean energy industry. You will manage end-to-end accounts payable activities using Quick Books Online and related tools, ensure timely and accurate payments, and collaborate closely with vendors and internal teams. This position is ideal for someone who enjoys detail-oriented work, cares about process accuracy, and is motivated by contributing to an eco-friendly mission.

Responsibilities

+ Retrieve invoices from email and physical mail, organize them, and save them as PDF files for accurate and consistent recordkeeping.

+ Enter vendor invoices and related accounts payable transactions into Quick Books Online, ensuring accuracy and completeness.

+ Analyze and process accounts payable transactions, verifying amounts, approvals, and supporting documentation.

+ Code invoices, vouchers, expense reports, check requests, and similar documents with the correct general ledger and cost center codes according to standard procedures.

+ Ensure all coded items conform to established accounting policies and procedures for proper entry into the accounting system.

+ Handle all vendor correspondence via phone and email, including responding to inquiries and providing payment status updates.

+ Investigate and resolve issues related to invoice processing, such as discrepancies, missing information, or payment questions.

+ Reconcile various accounts on a monthly basis to ensure accuracy of accounts payable records and identify any variances.

+ Assist with monitoring and reporting activities related to the Procurement Card program, including tracking usage and supporting documentation.

+ Collaborate with internal stakeholders to ensure timely approvals and smooth accounts payable workflows.

+ Maintain organized digital and physical files to support audits, reporting, and internal controls.

Essential Skills

+ 1-2 years of accounts payable experience, including hands-on invoice processing and vendor management.

+ Proficiency with Quick Books, preferably Quick Books Online, for entering and managing accounts payable transactions.

+ Basic proficiency in Microsoft Excel, including working with spreadsheets and performing standard data entry and analysis.

+ Ability to accurately code invoices, vouchers, expense reports, and check requests in alignment with standard accounting procedures.

+ Strong attention to detail and accuracy in data entry and account reconciliation.

+ Effective written and verbal communication skills for handling vendor correspondence via phone and email.

+ Ability to investigate and resolve invoice processing issues in a timely and professional manner.

+ Capability to perform monthly account reconciliations and identify discrepancies.

Additional

Skills & Qualifications

+

Experience with Salesforce or similar customer relationship management (CRM) software.

+ Experience using  or similar accounts payable automation tools.

+ Degree preferred in accounting, finance, business, or a related field.

+ Experience using Excel functions such as VLOOKUP is preferred.

+ Interest in or alignment with the clean energy and eco-friendly industry.

+ Comfort working with multiple systems and tools to support accounts payable and reporting processes.

Work Environment

This role is fully in-office, with a standard schedule of 8:00 a.m. to 5:00 p.m. and the option for a flexible schedule such as 7:00 a.m. to 4:00 p.m., depending on business needs. You will work in a professional office environment that supports a growing organization in the clean energy sector. The team values individuals who are enthusiastic about sustainability and eco-friendly initiatives.

You will use tools such as Quick Books Online, Excel, Salesforce, and  to manage daily tasks. The setting is collaborative and process-oriented, with a focus on accuracy, organization, and supporting the company's mission in clean energy.

Contact Me:
Kaitland Clawson, Recruiter Practice Lead

View my availability here:

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Job Type & Location

This is a Contract to Hire position based out of Virginia Beach, VA.

Pay and Benefits

The pay range for this position is $18.50 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

- Medical, dental & vision
- Critical Illness, Accident, and Hospital - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability
- Health Spending Account (HSA) - Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)

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