Job Description: Accounts Payable Specialist
Position Summary
The Accounts Payable (AP) Specialist is responsible for managing the organization's financial obligations to vendors and suppliers by ensuring invoices are processed accurately and payments are made in a timely manner. This position plays a critical role in maintaining accurate financial records, supporting cash flow management, and ensuring compliance with company policies and accounting standards.
Key Responsibilities
Invoice Processing
- Receive, review, verify, and accurately code vendor invoices.
- Perform three-way matching of invoices, purchase orders, and receiving documentation.
- Investigate and resolve invoice discrepancies with vendors and internal departments.
- Ensure invoices are approved and processed according to company policies and payment terms.
Payment Processing
- Prepare and process vendor payments via ACH, check, credit card, and or virtual credit cards.
- Process employee expense reimbursements and corporate credit card transactions.
- Schedule payments to maximize cash flow while maintaining positive vendor relationships.
Vendor Management
- Maintain accurate vendor records, including W-9 forms and other required tax documentation.
- Respond promptly to vendor inquiries regarding invoices, payments, and account status.
- Resolve payment issues and coordinate with purchasing and other departments as needed.
Account Reconciliation & Reporting
- Reconcile vendor statements and investigate outstanding balances.
- Assist with month-end and year-end closing activities, including accounts payable accruals.
- Prepare accounts payable aging reports and other financial reports as requested.
- Maintain accurate and organized financial records.
Compliance & Internal Controls
- Ensure compliance with company policies, accounting standards, and applicable tax regulations, including 1099 reporting.
- Support internal and external audits by providing required documentation.
- Maintain confidentiality of financial information and follow established internal controls.
Required Qualifications
Education
Experience
- 2-5 years of accounts payable or general accounting experience preferred.
- Experience processing high-volume invoices is a plus.
Technical Skills
- Proficiency with accounting software and ERP systems such as SAGE, and other accounting software.
- Advanced proficiency in Microsoft Excel, including formulas, pivot tables, and data analysis.
- Strong knowledge of accounts payable processes and accounting principles.
Soft Skills
- Exceptional attention to detail and accuracy.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Analytical thinking with strong problem-solving abilities.
- Ability to manage multiple priorities and meet deadlines.
- Ability to work independently and collaboratively in a team environment.
Preferred Qualifications
- Knowledge of 1099 reporting requirements.
- Experience with automated invoice processing systems.
- Understanding of GAAP and internal financial controls.
- Experience supporting month-end close processes.
Physical Requirements
- Prolonged periods of sitting and working at a computer.
- Ability to occasionally lift up to 20 pounds.
- Ability to communicate effectively in person, by phone, and electronically.
Work Environment
- Office environment with standard business hours.
- May be eligible for hybrid work arrangements based on company policy.
- Occasional overtime may be required during month-end, year-end, or audit periods.
