Description:
Responsible for processing invoices, managing payments to vendors, reconciling accounts payable transactions, and ensuring compliance with company policies and procedures. Involves maintaining financial records, reconciling accounts, and supporting compliance with internal controls and regulatory standards. Collaborates with internal teams and external vendors, utilizing technology to optimize processes and maintain high levels of accuracy and efficiency.
Accounts Payable Specialist reports to the Senior Accounting Manager and ensures all payments requests are properly approved and documented. Ensures vendors are paid according to payment term/plans to avoid any service interruptions and take advantage of cash management opportunities.
Core Responsibilities
Invoice Processing and Verification:
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Review and verify the accuracy and completeness of vendor invoices and supporting documentation.
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Verify appropriate authorization and coding for all invoices.
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Match invoices with purchase orders and receiving documents.
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Enter invoices into the accounting system for payment processing.
Payment Processing:
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Schedule and process payments, including checks, electronic transfers and ACH.
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Monitor payment schedules to ensure timely disbursements and avoid late fees.
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Address and resolve payment discrepancies and issues with vendors.
Vendor Management:
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Maintain accurate vendor profiles, handling inquiries, resolving disputes, and ensuring contracts and tax forms (e.g., IRS W-9) are on file are key duties.
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Strong vendor relationships help streamline transactions and enhance organizational credibility.
Account Reconciliation
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Reconcile vendor statements to ensure accounts are accurate and up to date.
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Investigate and resolve outstanding balances or discrepancies.
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Assist with month-end closing activities, including reconciliations and accruals.
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Maintain detailed records of transactions and reconciliations.
Expense and Reimbursement Management:
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Reviewing and approving employee expense reports ensures compliance with company policies and prevents misuse of funds.
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AP staff also track departmental budgets and manage cost control.
Financial Reporting and Reconciliation:
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AP professionals reconcile accounts payable reports, track outstanding payables, and maintain accurate records for auditing, tax compliance, and financial planning.
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They generate summaries and cash flow reports to support management decisions.
Compliance and Documentation:
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Ensuring all financial transactions comply with internal policies and external regulations is critical.
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AP staff maintain documentation for audits, tax filings, and internal controls.
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Maintain organized records of invoices, payments and other accounts payable documentation.
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Assist with audit preparation by providing required documentation and explanations.
Process Improvement
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Identify and recommend improvements to accounts payable processes.
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Collaborate with the finance team to streamline workflows and enhance efficiency.
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Stay updated on best practices, changes in accounting regulations and technological advancements related to accounts payable processes.
Skills and Qualifications
Accounts payable roles require attention to detail, organizational skills, and strong communication abilities. Professionals must meet tight deadlines, manage multiple tasks, and often use accounting software or AP automation tools to improve efficiency.
Requirements:
QUALIFICATIONS & EDUCATION
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High school diploma or equivalent
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Associate or bachelor’s degree in accounting or related field preferred
RELEVANT CERTIFICATION
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Certified Accounts Payable Associate (CAPA)
REQUIRED KNOWLEDGE
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Proficiency in accounting software and Microsoft Excel
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Knowledge of accounting principles and practices
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Familiarity with regulatory requirements related to accounts payable processes
EXPERIENCE REQUIRED
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Proven experience as an accounts payable clerk or similar role
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Experience with process improvement initiatives is a plus
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Familiarity with ERP systems and accounting software is preferred
SKILLS & ABILITIES
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Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
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Strong attention to detail and accuracy
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Excellent organizational and time management skills
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Ability to prioritize tasks and meet deadlines in a fast-paced environment
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Effective written and verbal communication skills
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Ability to work independently as well as collaboratively within a team
Summary
In essence, we need an accounts payable professional to ensure financial accuracy, timely payments, and strong vendor relationships, contributing directly to an organization’s financial stability and operational efficiency. Their work spans invoice management, payment processing, expense oversight, reporting, and compliance, making them a vital part of the finance function.
