Accounts Payable Specialist

Accounts Payable Administrator

Full-Time (Temporary with a possibility of permanent role) | On-site

About the Role

We are seeking a detail‑oriented and proactive Accounts Payable Administrator to manage the full cycle of accounts payable, vendor communication, and financial record accuracy. This role is ideal for someone who thrives in a fast‑paced environment, communicates effectively across departments, and takes ownership of ensuring timely and accurate financial processing.

Key Responsibilities

Daily

• Process invoices, expenses, PO conversions, returns, and credit/debit memos
• Maintain accurate vendor records; set up new vendors and process credit applications
• Verify pricing and quantities on PODs and resolve discrepancies with vendors, sales, and purchasing
• Communicate daily with internal teams and vendors to resolve issues
• Review work completed by the Accounting Specialist
• Maintain accurate “Unvouchered” and “RTV” reports
• Scan and attach all expenses in DMSI system
• Review management expense reports and address discrepancies with the CFO
• Manage leases, DOT violations, tickets, fines, and related documentation
• Run weekly check runs, mail payments, and submit positive pay files
• Maximize vendor discounts and maintain organized invoice files
• Perform additional administrative duties as assigned

Weekly

• Support Purchasing in tracking rebates and co‑ops
• Create scheduled check runs
• Print and mail signed checks

Monthly

• Audit quarterly EZPass activity
• Analyze expenses for recurring contracts (telecom, postage, rent, etc.)
• Prepare vendor credit applications
• Maintain key financial spreadsheets (CIP, contributions/advertising, CAM charges, PO variances, advantage fees, telephone analysis, violations/tickets, utilities)
• Reconcile 15 company credit card accounts
• Process purchase authorization forms for new assets
• Review vendor statements for accuracy and timeliness
• Update rebate accruals and submit to Finance Manager

Qualifications

• 2 years of Accounts Payable experience
• Experience managing high‑volume A/P (approx. $10M)
• Strong computer skills, including MS Office
• AAS in Accounting or Finance preferred

Key Competencies

• Strong attention to detail and accuracy
• Excellent communication and follow‑up skills
• Ability to work independently and exercise sound judgment
• Strong organizational and time‑management abilities

Work Environment

• Collaborative finance team
• Fast‑paced, deadline‑driven environment
• No direct reports

Reports to: Finance Manager

Pay: $24.00 - $26.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $24 - $26