Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist is responsible for executing the full accounts payable cycle with a high degree of accuracy, timeliness, and adherence to established SOPs. This role manages invoice intake, verification, coding, reconciliation, and payment processing while ensuring all transactions comply with company policies.

The Specialist serves as a key resource for internal departments and external vendors, providing professional communication, issue resolution, and consistent administrative support. The position also contributes to reporting activities, documentation maintenance, and ongoing process improvement initiatives within the Finance department. The role reports to the Vice President of Finance and receives day‑to‑day guidance from the Senior Accounts Payable Specialist to ensure alignment with departmental standards and operational priorities.

Invoice Processing & Coding

• Review, code, obtain required approvals, and process vendor invoices in compliance with established procedures.
• Match invoices with receiving documents and verify quantities and costs.
• Process drop‑ship orders and related vendor billing.
• Process and verify manual employee expense reports, Amazon billing, and UPS payments.

Payments & Reconciliation

• Prepare and process ACH, checks, and manual payments.
• Reconcile bank statements.
• Manage the monthly company credit card process.
• Run 1099s at year‑end.

Vendor & Internal Support

• Monitor email, physical mail and voicemail.
• Maintain accuracy of vendor information.
• Support vendor statement reviews and resolve discrepancies.
• Enforce established policies and procedures.

Internal Reporting & Workflow

• Send spending reports and invoices to supervisors for approval.
• Update SOPs and assist with workflow and process improvements.
• Process employee reimbursements (clothing, PPE, shoes, etc.).
• Perform other duties and special projects as assigned.

• Demonstrates strong attention to detail with the ability to solve problems, prioritize tasks, and manage multiple responsibilities in a deadline‑driven environment.
• Adapts effectively to change and balances workload to meet deadlines while maintaining a positive, professional attitude.
• Exercises sound judgment and works independently, knowing when to resolve issues and when to elevate them appropriately.
• Maintains a customer‑focused mindset with a keen sense of urgency and self‑motivation.
• Interacts professionally and effectively with employees, vendors, and customers at all levels.
• Possesses excellent verbal and written communication skills, strong organizational abilities, and the capability to work both independently and collaboratively.
• Protects sensitive information and maintains strict confidentiality of company data.

• High school diploma (or equivalent) with a minimum of two years of Accounts Payable experience in an in‑office environment.
• Proficiency in Microsoft Office applications and the ability to quickly learn new software, systems, and processes.
• Reliable transportation and a clean driving record.
• Ability to occasionally lift and move up to fifty pounds.