Empire Distributing, a subsidiary of Outova, is seeking a detail-oriented and dependable Accounts Payable Specialist to manage the full-cycle accounts payable process and support accurate, timely financial operations.
The ideal candidate is dependable, organized, and detail-oriented with a strong understanding of accounts payable processes. They are comfortable managing multiple responsibilities, communicating with vendors and internal teams, and ensuring invoices and payments are processed accurately and on time.
Join Outova – Shaping the Future of Outdoor Living
One of our key businesses, Empire Distributing, is seeking an Accounts Payable Specialist to join our team in Arcade, New York.
Position Overview:
The Accounts Payable Specialist to support the day-to-day accounts payable functions of the organization. This position will be responsible for managing the full accounts payable cycle, including invoice processing, vendor payments, account reconciliation, and maintaining accurate financial records. They will work closely with vendors and internal departments to ensure invoices and payments are processed accurately and in accordance with company procedures.
Key Responsibilities:
Full-Cycle Accounts Payable
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Manage the full accounts payable cycle from invoice receipt through payment and reconciliation.
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Receive, review, code, and process vendor invoices accurately and timely.
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Perform two-way and three-way matching of invoices, purchase orders, and receiving documentation, as applicable.
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Route invoices for appropriate review and approval.
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Verify invoice accuracy, proper authorization, account coding, payment terms, and supporting documentation.
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Identify and resolve invoice discrepancies, duplicate invoices, pricing differences, and other payment issues.
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Maintain accurate and organized accounts payable records and supporting documentation.
Vendor Management
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Establish and maintain accurate vendor records within company systems.
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Communicate with vendors regarding invoice status, payment inquiries, discrepancies, and account questions.
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Research and resolve vendor statement discrepancies and outstanding balances.
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Review vendor statements and reconcile accounts regularly.
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Obtain and maintain required vendor documentation, including W-9s and payment information.
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Support annual 1099 preparation and reporting.
Payment Processing
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Prepare and process scheduled vendor payments, including checks, ACH payments, and other approved payment methods.
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Ensure payments are made according to established payment terms and company procedures.
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Review payment batches for accuracy and proper authorization prior to processing.
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Maintain documentation related to payments and remittance information.
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Assist with researching returned, rejected, or outstanding payments.
Reconciliation & Month-End Support
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Reconcile accounts payable transactions and vendor accounts.
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Assist with month-end closing activities related to accounts payable.
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Review open invoices and outstanding liabilities to ensure expenses are recorded in the appropriate accounting period.
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Research and resolve aged accounts payable items.
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Assist with accruals and other accounts payable-related month-end entries as needed.
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Provide supporting documentation for audits, financial reviews, and internal reporting.
Internal Support & Compliance
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Partner with purchasing, receiving, operations, accounting, and other departments to resolve invoice and payment issues.
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Ensure accounts payable transactions comply with company policies, approval requirements, and internal controls.
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Maintain confidentiality of company, vendor, banking, and financial information.
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Identify opportunities to improve accounts payable processes, accuracy, and efficiency.
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Assist the accounting team with additional projects and responsibilities as needed.
Qualifications:
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3–5 years of accounts payable or related accounting experience, preferably with full-cycle AP responsibilities.
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Associate or bachelor’s degree in accounting, Finance, Business Administration, or a related field preferred.
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Strong knowledge of invoice processing, vendor payments, reconciliations, and purchase order matching.
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Proficiency in Microsoft Office, particularly Excel, and experience with accounting or ERP systems.
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Strong attention to detail, organization, problem-solving, and time-management skills.
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Ability to manage multiple priorities, meet deadlines, and communicate effectively with vendors and internal teams.
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Experience in a distribution, wholesale, or similar environment is a plus.
Key Competencies:
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Attention to Detail & Accuracy
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Organization & Time Management
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Problem-Solving & Analytical Skills
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Communication & Collaboration
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Accountability & Follow-Through
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Adaptability & Ability to Manage Priorities
Physical Activities:
Daily activity includes but is not limited to:
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Lifting, carrying, sitting, grasping, reaching, standing, kneeling, walking, bending, twisting.
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Reading, communication, math.
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Be able to regularly lift/move up to 30lbs.
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Noise level in the work environment is usually moderate to above moderate.
Compensation and Benefits:
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Hourly: Competitive hourly pay (non-exempt) commensurate with experience.
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Benefits: Comprehensive benefits package, including health insurance, retirement savings plans, and paid time off.
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Work Environment: Onsite
Outova and its affiliates are equal opportunity employers and maintain affirmative action plans to recruit, retain, develop, and promote qualified individuals without unlawful consideration of race, gender, gender identity, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by federal, state or local law. The company strives to maintain a work environment free from unlawful discrimination and harassment, where associates are treated with respect and dignity.
