The Accounts Payable (AP) Specialist in the manages vendor invoices, processes vendor payments, and maintains accurate ledger records within a strict regulatory framework. This role requires navigating heavy cash transactions, state-specific sales/use taxes, and stringent IRS Section 280E rules. The ideal candidate ensures that vendor payments are executed on time while maintaining clean documentation to protect the company's operating licenses.
Core Responsibilities
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Invoice Processing: Review, code, and enter a high volume of vendor invoices with strict attention to general ledger accounts.
- Cash Disbursements: Coordinate secure cash or digital payments to vendors, distributors, and cultivators.
- 280E Documentation: Verify that all inventory-related invoices are accurately coded to Cost of Goods Sold (COGS) to maximize tax deductions.
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Vendor Management: Serve as the primary point of contact for vendor inquiries, reconcile monthly statements, and resolve payment discrepancies.
- Three-Way Matching: Match purchase orders, receiving documents, and vendor invoices to ensure accuracy before processing payment.
- Compliance Tracking: Ensure all cannabis vendors are active, licensed operators by cross-referencing state regulatory databases.
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Expense Reports: Process and audit employee expense reports to confirm alignment with internal corporate policies.
Requirements & Qualifications
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Education: High school diploma required; Associate’s degree in Accounting, Finance, or Business is preferred.
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Experience: 1–3 years of accounts payable experience, ideally in inventory-heavy industries like retail, manufacturing, or distribution.
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Legal Age: Must be at least 21 years of age and able to pass required state background checks for cannabis workers.
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Software Skills: Proficiency in QuickBooks or specialized accounting software, alongside solid Microsoft Excel skills.
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Industry Tools: Familiarity with bill payment platforms and basic knowledge of cannabis seed-to-sale tracking is a plus.
Skills & Competencies
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Mathematical Accuracy: Ensuring flawless calculation of complex vendor invoices, discounts, and payment terms.
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Organization: Managing multiple digital and physical filing systems to maintain a clear audit trail.
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Communication: Corresponding professionally with internal managers and external vendors regarding payment status.
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Security Awareness: Following strict safety protocols regarding internal cash transport and physical vault access.
