General Position Summary:
The Accounts Payable (AP) Specialist supports accurate and timely processing of supplier invoices and payments. This role manages invoice intake, three-way matching, exception resolution, and vendor master data activities while maintaining strong internal controls and excellent service to internal stakeholders and suppliers.
Responsibilities:
- Print invoices and supporting documentation received through the Accounts Payable email inbox and route items for processing.
- Organize and prepare invoice packets (e.g., invoices, receiving documents, approvals, and correspondence); maintain an orderly queue to support timely processing.
- Process supplier invoices in the ERP system, ensuring accuracy, proper coding, and required approvals:
o non-purchase order (non-PO) invoices, entering invoice details, verifying required approvals/coding are present;
o Perform three-way matching (purchase order, receiving/goods receipt, and invoice) and verify supporting documentation; research and resolve price, quantity, and receiving variances by partnering with Procurement, Warehouse/Receiving, and requesters.
- Maintain complete and well-organized accounts payable documentation (electronic and/or paper) in accordance with record-retention requirements.
- Collect processed AP paperwork, verify packets are complete, and follow up on missing documentation as needed.
- Scan invoices and supporting documents into the accounting system, ensuring images are clear, correctly indexed, and attached to the appropriate transaction/vendor record.
- File processed AP paperwork in the archive (physical and/or electronic), following retention guidelines and maintaining a clean, organized filing system for audit readiness.
- Prepare and process vendor payments (ACH, wire, broker payments, and checks), including payment runs, remittance communication, and required approvals.
- Support month-end close activities as assigned (e.g., AP aging, accrual support, and invoice follow-up).
- Provide backup coverage for other finance/administrative functions as needed to ensure continuity of operations.
- Provide responsive customer service to internal stakeholders and external suppliers via phone and email.
- Maintain a clean, organized, and secure work area and protect confidential information.
- Follow company policies, internal controls, and safety requirements.
Specific Skills and Qualifications:
- Strong attention to detail with a focus on accuracy and data quality.
- Strong communication and active listening skills; able to partner effectively across departments and with suppliers.
- Excellent time management and prioritization skills in a deadline-driven environment.
- Working knowledge of accounts payable principles, including three-way match, invoice coding, and payment processing.
- Ability to write clear, professional emails and maintain accurate documentation.
- Strong organizational skills and follow-through; comfortable working with standard operating procedures and checklists.
- Experience with an ERP system and AP tools (invoice workflow/automation preferred); intermediate skills in Microsoft Excel and Outlook.
- Continuous improvement mindset and willingness to learn new systems, processes, and responsibilities.
- Professional, service-oriented approach with a positive, collaborative work style.
- Professional presence and discretion when interacting with suppliers and internal teams.
- High integrity and ability to handle confidential information; follows internal controls and compliance requirements.
Physical Requirements
Employees must be able to perform the following essential functions, with or without reasonable accommodation:
- Sit or stand at a workstation for extended periods.
- Use hands, wrists, and fingers frequently for typing, writing, and handling office materials.
- Walk through production areas as needed, navigating around equipment and active work zones.
- Occasionally bend, reach, or lift office supplies or files weighing up to twenty five (25) pounds.
- Move safely between office and production areas, which may involve exposure to noise, temperature variations, or dust.
- Visually review documents, screens, and data for extended periods.
- Wear required PPE when entering production areas (e.g., safety glasses, hearing protection, high visibility vests).
Workplace Safety Guidelines
- Comply with all company safety policies, procedures, and PPE requirements, especially when entering production areas.
- Participate in required safety and compliance training relevant to office and production adjacent work.
- Follow safe travel practices in operational areas, including staying within designated walkways and observing posted warnings.
- Immediately report observed unsafe conditions, equipment issues, or incidents in office or production areas.
- Maintain an ergonomic, organized, and hazard free workspace to support safe and efficient operations.
- Secure confidential and sensitive documents in accordance with company policy
Education and Experience:
- High school diploma or GED required; associate degree or coursework in Accounting, Finance, or Business preferred.
- 3+ years of accounts payable, accounting, or related experience preferred.
- Experience in a manufacturing or high-volume invoice environment is a plus.
- An equivalent combination of education, training, and experience will be considered.
The Benefits:
- PTO starting at 10 days(pro-rated based on month of hire) and building to 15, 20, and finally 25 days with each year of employment)
- 3 sick/personal days
- 8 paid holidays
- Bonus through our profit sharing program
(with option of an HSA including a company contribution up to $750)HDHP • Significantly subsidized health plans, choose between PPO or
HDHP
- Marathon Health is added to the health plan at no extra cost to you, it offers local services at 4 locations including on-site prescriptions, quicker wait times (same day or next day), visits are no cost for the PPO plan and only $15 on
- Dental insurance
- 100% company paid Short and Long Term Disability Insurances
- 100% company paid Vision Insurance
- 100% company paid Life (AD&D) Insurance up to $50k
- Option to choose supplemental insurance coverage plans
- 401K with matching (100% up to 3% and 50% up to 4%)
- Access to our discount platform Benefit Hub
- We host employee and family events such as Kings Island at Christmas, our annual employee day in Fall, as well as other fun activities throughout the year
Apply NOW if you have a strong work ethic and are ready to begin your career with family owned company that makes employee satisfaction a top priority!
