Accounts Payable Specialist

The Accounts Payable Specialist is a member of the Finance team responsible for the accurate and timely processing of accounts payable transactions. This role also supports general accounting functions and is cross-trained to assist across the department as needed. 

Duties and Responsibilities:

• Sort, review, and verify incoming supplier invoices.
• Code invoices and obtain approvals in accordance with Company DLA (Delegation of Limit & Authority) for non-purchase order expenses.
• Perform 3-way matching to verify quantities received and purchase order pricing.
• Research and resolve invoice discrepancies with suppliers, receiving, and purchasing departments.
• Monitor invoices for sales tax applicability and exemption status.
• Maintain tax tracking spreadsheets (Vertex reporting).
• Prepare and process debit memos for supplier returns.
• Enter invoices and debit transactions into the Company ERP system (Oracle).
• Process stop payments, reissues, and invoice cancellations in the ERP system.
• Submit electronic forms for supplier ACH/Wire setup in compliance with Company policy.
• Assist with weekly payment processing and reconciliation with Corporate Treasury.
• Generate and review weekly payment registers from the Corporate system.
• Maintain supplier records and process supplier additions/changes.
• Reconcile supplier statements and resolve discrepancies.
• Review monthly “Received Not Vouchered” reports.
• Assist with month-end close, including AP accruals.
• Prepare and upload journal entries into the ERP system.
• Support payroll accounting processes, including:
  • Downloading payroll general ledger data
  • Reconciling payroll funding
  • Preparing payroll accruals
  • Tracking payroll hours and distributions
• Process petty cash reimbursements and track payroll-related contributions.
• Assist with internal and external audits.
• Perform other related duties as assigned.
• Ensure compliance with company policies and procedures.

Education/Experience:

• Bachelor’s degree in Accounting, Business, or related field preferred.
• 3–5 years of experience in Accounts Payable or General Accounting.

Skills/Requirements:

• Knowledge of Accounts Payable processes and general accounting principles.
• Experience with ERP systems (Oracle preferred).
• Strong data entry skills with high attention to detail.
• Proficiency in Microsoft Excel and Office Suite.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage time effectively and meet deadlines in a fast-paced environment.
• Strong interpersonal skills with the ability to communicate professionally with internal teams and suppliers.
• Ability to work independently and as part of a team.
• Demonstrated ability and willingness to use AI tools to improve productivity, decision-making, work quality, and to reduce costs. The successful candidate must be able to identify appropriate AI use cases and critically evaluate AI-generated outputs.
• High level of integrity and ability to maintain confidentiality.

Physical Requirements:

• Prolonged periods of sitting and working at a computer.