POSITION OVERVIEW:
The Accounts Payable Specialist is responsible for payables processing, including check processing, electronic disbursements, vendor account reconciliations, and sales tax reporting with a strong focus on construction related operations. This role ensures timely and accurate payments, maintains strong vendor relationships, and supports the integrity of financial data across systems including Procore and Emburse. The position also provides guidance and support to the Accounts Payable Clerk to ensure deadlines and departmental objectives are met.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES:
Accounts Payable & Disbursements
- Process and print all company checks, ensuring accuracy, proper approvals, and adherence to internal controls
- Verify vendor information, payment terms, and payment amounts before release
- Monitor and manage Procore Pay ACH disbursements, ensuring timely and accurate processing
- Resolve ACH exceptions and payment failures. Maintain accurate payment records and audit trails
- Assist in improving payment workflows and controls
- Update Sage with Procore payments and communicate with Project Accountant on joints checks printed
- Review invoices and payments, ensuring alignment with contracts, purchase orders, and subcontract agreements
- Ensure all transactions are accurately coded to the general ledger, including proper assignment to projects, cost codes, and cost categories
- Validate that expenses are recorded to the correct jobs, budgets, and phases
- Support compliance with lien waivers, insurance requirements, and subcontract documentation as needed
Vendor Maintenance & Reconciliations
- Perform monthly vendor statement reconciliations and resolve discrepancies in a timely manner
- Maintain accurate and up-to-date vendor records, including W-9s and payment terms
- Respond to vendor inquiries and maintain strong working relationships
Sales Tax & Compliance
- Prepare and file sales tax reports in accordance with state and local requirements
- Ensure proper tax treatment of vendor invoices and payments
- Maintain compliance with regulatory requirements and internal policies
- Prepare, review, and file multi-state sales and use tax returns (monthly, quarterly, annually)
- Research taxability of construction services, equipment, and materials across jurisdictions
- Maintain tax rate tables and monitor state/local regulatory changes
- Assist with sales tax audits, providing schedules, reconciliations, and documentation
- Record sales/use tax accruals and reconcile liability accounts monthly
- Coordinate with Procurement and Accounts Payable to ensure correct sales/use tax treatment on vendor invoices and job costs
Credit Cards & Expense Management
- Apply credit card payments and reconcile balances
- Review credit card transactions to ensure proper coding, cost allocation, and compliance with company policies
- Reconcile Emburse credit card activity and investigate discrepancies
Team Support & Process Improvement
- Support and guide the Accounts Payable Clerk to ensure timely processing and adherence to deadlines
- Assist with month-end close activities related to accounts payable
- Identify and suggest process improvements to enhance efficiency and accuracy within AP workflows
- Assist the Assistant Controller with tasks and projects as assigned
EDUCATION AND EXPERIENCE REQUIREMENTS:
- Education: - Bachelor's Degree in Accounting, Finance, or Business Administration required
- Experience: - 3-5 years of accounting experience required. - Construction accounting experience strongly preferred
- Experience with cash management and treasury functions preferred
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Solid understanding of GAAP
- Knowledge of job costing and project accounting
- Ability to work independently while collaborating effectively with operational teams
- Proficiency with ERP/accounting systems
- Advanced Excel skills (pivot tables, lookups, reconciliations)
- Strong analytical and problem-solving ability
- Detail oriented with high degree of accuracy
- Ability to manage multiple deadlines in a fast-paced environment
- Excellent written and verbal communication
- Audit readiness and support effectiveness
- Contribution to month-end close timelines
- Demonstrated compliance with GAAP and company policy
- In office position
PHYSICAL REQUIREMENTS:
- Ability to lift and carry office materials and supplies weighing up to 25 pounds occasionally
- Frequent bending, stooping, and reaching to access documents and other office items
- Occasional pushing and pulling of general office items
- Prolonged periods of sitting at a desk and working on a computer
- Regular use of hands and fingers for typing and handling documents
- Ability to stand and walk for short periods during meetings or while retrieving files and office materials
- Frequent reading of documents, computer screens, extended screen time throughout the workday
- Ability to communicate clearly and effectively, both verbally and in writing, in person and via phone or virtual platforms
- Maintain focus, accuracy, and attention to detail while working under deadlines and managing multiple priorities
- Position is primarily performed in an indoor, professional office environment
IT REQUIREMENTS:
- General knowledge and understanding of Microsoft Office Technology
- Teams/SharePoint/Outlook for Email/Word/Excel/PowerPoint
- ProCore
- SAGE and all sage Programs
- General ability to utilize cellular phone/iPad or Tablet/Laptop for Work Purposes
PLEASE NOTE: Management reserves the right to change or otherwise modify the functions of this job to meet customer needs and company objectives. Additional duties may also be assigned or adjusted.
Pay: $22.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Application Question(s):
- Do you have any experience with using the software Sage for accounts payable?
- Do you have any experience with reporting sales tax for different states? If so, how many years of experience do you have?
Experience:
- Accounts payable: 3 years (Required)
Work Location: In person
