Accounts Payable Specialist

Invoice Processing  

• Review, verify, and process vendor invoices for accuracy, completeness, appropriate approvals, and proper accounting coding.

• Match invoices to purchase orders, contracts, and receiving documentation when applicable.

• Ensure invoices are entered accurately and timely into the accounting system.

• Monitor invoice workflow and approvals to facilitate timely payment processing. 

Vendor Payment Manager   

• Prepare and process payments including checks, ACH transfers, wire payments, and other approved methods.

• Maintain payment schedules and ensure obligations are paid according to established terms.

• Resolve payment issues, exceptions, and vendor inquiries promptly.

• Assist with administration and maintenance of vendor records and banking information. 

Account Reconciliation 

• Reconcile vendor statements and accounts payable ledgers.

• Investigate and resolve discrepancies, outstanding balances, duplicate payments, and unapplied credits.

• Support month-end close activities through accrual preparation and reconciliations.

• Maintain accurate supporting documentation for all accounts payable transactions. 

Internal Controls and Compliance  

• Ensure adherence to established accounts payable procedures and internal controls.

• Support audit requests and examinations by providing required documentation and information.

• Help identify and prevent payment errors, fraud risks, and policy violations.

• Maintain compliance with company policies, accounting standards, and regulatory requirements. 

Continuous Improvement and Operational Excellence 

• Recommend process improvements to enhance efficiency, accuracy, and service levels.

• Support system implementations, workflow enhancements, and automation initiatives.

• Participate in departmental projects and contribute to continuous process improvement efforts. 

Accounting Payable Operations 

• Process approved invoices accurately and timely.

• Validate invoice coding and account allocations.

• Maintain accounts payable records and supporting documentation.

• Monitor accounts payable aging and follow up on outstanding items.

• Prepare and process vendor payments in accordance with company policies.

• Respond to vendor inquiries regarding payment status and account activity. 

• Collaborate with internal stakeholders and vendors to resolve discrepancies. 

Financial Reporting and Month-End Close 

• Perform accounts payable reconciliations and account analysis.

• Assist with month-end, quarter-end, and year-end close activities.

• Prepare accounting entries related to accounts payable and accrued expenses.

• Support preparation of financial reports and schedules as requested.  

Internal Controls, Audit Support, and Compliance 

• Maintain proper documentation and audit trails for all transactions.

• Support internal and external audit requests.

• Ensure compliance with internal control standards and departmental procedures.

• Assist in implementing corrective actions identified through audits or reviews. 

Process Improvement and Financial Planning Support 

• Identify opportunities to improve payment processing and vendor management practices.

• Support accounting and finance initiatives as assigned.

• Contribute to special projects and perform additional duties as needed. 

• High School Diploma/GED required

• Minimum 6 months accounts payable or related accounting experience required

• Knowledge of accounts payable processes, accounting principles, and financial recordkeeping practices.

• Experience processing invoices, vendor payments, and account reconciliations.

• Strong analytical and problem-solving skills.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.

• Experience with accounting and ERP systems preferred.

• Ability to manage multiple priorities and meet established deadlines.

• Strong attention to detail, accuracy, and organizational skills.

• Ability to work independently while contributing effectively within a team environment.