Accounts Payables -- FT or PT

Description

Accounts Payable Specialist

REPORTS TO: CFO        LOCATION: Moscow & Pullman Building Supply

STATUS: Full-Time     DEPARTMENT: Accounting

SALARY GRADE: Determined upon experience

General Job Description

The Accounts Payable Specialist is responsible for the accurate and timely processing of all vendor invoices and payments. This role works closely with the CFO, Purchasing, Receiving, and other internal departments to ensure invoices are properly matched, coded, approved, and paid according to company policy. The ideal candidate is highly detail-oriented, organized, and thrives in a fast-paced retail and building-materials environment. The Accounts Payable Specialist plays a key role in maintaining strong financial controls and supporting accurate accounting practices.

Accounts Payable Processing

• Review and verify vendor invoices for accuracy, completeness, and proper pricing
• Match invoices to purchase orders and receiving documentation using a three-way match process
• Code invoices to the correct general ledger accounts for accurate financial reporting
• Ensure proper approvals and documentation accompany every invoice before entry
• Enter approved invoices into the payables system in a timely and accurate manner
• Monitor invoice aging and communicate upcoming payment needs to the CFO
• Track and apply vendor credits, returns, and adjustments
• Maintain vendor W-9 forms and ensure vendor setup documentation is complete
• Assist with AP-related portions of month-end closing, including accruals and outstanding invoice lists
• Ensure adherence to internal financial controls and purchasing policies

Payment Processing & Controls

• Prepare weekly or scheduled payment batches for CFO approval
• Process vendor payments via checks, ACH, or other approved methods
• Verify check runs for accuracy and completeness prior to final release
• Monitor for duplicate invoices or unusual vendor activity and report concerns
• Assist CFO with documentation needed for internal or external audits

Reconciliation & Reporting

• Reconcile vendor statements and follow up on open invoices, credits, and discrepancies
• Work with buyers and receivers to resolve pricing, quantity, or delivery variances
• Run and review AP reports to support financial accuracy and internal decision-making

Additional Duties & Procedures

• Assist with daily till cash balancing and recording
• Prepare daily bank deposits as needed
• Sort, distribute, and manage incoming mail
• Assist customers with payments and account-related questions
• Support front office and administrative functions as assigned

Personal Skills and Knowledge

• Maintain strong attention to detail and accuracy in all financial tasks
• Communicate professionally with vendors, coworkers, and customers
• Continue developing knowledge of accounting and financial processes
• Support company values, mission, and safety practices
• Collaborate with teammates and contribute to positive workplace culture

Physical Job Requirements

• Ability to remain seated for extended periods while performing computer-based work
• No heavy lifting required
• Ability to read and interpret invoices, statements, and digital reports

Minimum Qualifications

• High School Diploma or Equivalent; Bachelor’s Degree in Accounting or Finance preferred
• Minimum two (2) years of accounts payable, accounting, or purchasing experience preferred
• Strong purchase order payables experience highly preferred
• Proficiency with 10-key, Microsoft Outlook, Excel, and Adobe
• Ability to pass a background check and drug test
• Ability to work a flexible schedule if needed

Qualifications

• High School Diploma or Equivalent; Bachelor’s Degree in Accounting or Finance preferred
• Minimum two (2) years of accounts payable, accounting, or purchasing experience preferred
• Strong purchase order payables experience highly preferred
• Proficiency with 10-key, Microsoft Outlook, Excel, and Adobe
• Ability to pass a background check and drug test
• Ability to work a flexible schedule if needed

Salary : $19 - $22