Accounts Payable Specialist

Job Summary:

The AP & Payroll Specialist manages the end-to-end accounts payable process and supports accurate, timely payroll processing. This position ensures vendor invoices, payments, employee time records, payroll changes, and related reconciliations are processed accurately and in accordance with company policies and applicable requirements.

This role directly supports the financial health of our organization, drives operational efficiency, safeguards confidential employee information, and helps maintain strong relationships with employees and vendors.

The position is located on-site in Virginia Beach, VA. Pay is $18–$20 per hour, based on experience. The schedule is Monday through Friday during standard business hours.

Duties/Responsibilities:

Accounts Payable

• Process vendor invoices, including purchase order matching, coding, approvals, and entry into the accounting system
• Process and reconcile prepaid vendor payments
• Reconcile vendor statements and resolve discrepancies promptly
• Reconcile credit card transactions and ensure expenses are allocated accurately
• Work with the team to prepare and process payment runs, including ACH and check payments, in accordance with company policies
• Maintain accurate and organized records of invoices, payments, and correspondence
• Collaborate with internal teams to obtain invoice approvals and ensure proper expense allocation
• Work in the AP inbox and respond to vendor inquiries in a timely and professional manner
• Assist with month-end and year-end closing activities by preparing AP-related reports and accruals

Payroll

• Assist with processing payroll accurately and on schedule
• Review employee timecards for completeness and accuracy and follow up on missing or incorrect information
• Verify payroll changes, including new hires, terminations, compensation updates, deductions, reimbursements, bonuses, and other adjustments
• Maintain accurate payroll records and protect confidential employee and compensation information
• Assist with payroll reporting, audits, quarter-end activities, and year-end processes, including W-2 preparation and reconciliation
• Support compliance with applicable federal, state, and local payroll requirements and company policies
• Respond to employee payroll questions in a timely and professional manner

Required Knowledge, Skills, and Abilities

• 3-5 years of experience in AP or a similar role
• Strong understanding of AP processes, including invoice processing, payment reconciliations, and credit card expense management
• Proficiency in Net Suite (or similar ERP system), Ramp, and Excel
• Detail-oriented with strong organizational and research skills
• Strong communication skills with the ability to interact effectively with vendors and internal teams
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment
• Ability to work independently and as an effective part of the team
• Physical Requirements:
• Prolonged periods sitting at a desk and working on a computer

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