Accounts Payable Specialist

Reports To: Accounting Manager

The Accounts Payable Specialist is responsible for managing full-cycle accounts payable functions with a high degree of accuracy, timeliness, and organizational efficiency. This role supports the company’s financial operations by processing vendor invoices, preparing payments, reconciling accounts, supporting audits, and assisting with month-end and year-end closing activities. The Accounts Payable Specialist also plays an essential role in maintaining strong vendor relationships, ensuring internal controls are followed, and identifying opportunities to strengthen AP workflows and compliance practices.

Invoice Processing & Verification

· Review vendor invoices for accuracy, proper documentation, and compliance with company policies.

· Verify coding, cost centers, and appropriate authorization before entry.

· March invoices, purchase orders, and receiving document for purchases of inventory items.

· Enter approved invoices into the ERP/AP system for timely processing.

Payment Processing

· Assist with scheduling weekly and monthly payment runs, including checks, ACH, wire transfers, and online payments.

· Ensure payment batches are reviewed and approved according to internal controls.

· Maintain accurate payment records and support cash-flow forecasting as needed.

Vendor Management

· Set up new vendors and update existing vendor profiles in the ERP system (address changes, banking, tax forms, etc.).

· Respond to vendor inquiries professionally and resolve discrepancies in a timely manner.

· Reconcile vendor statements and identify outstanding credits, past-due invoices, or billing errors.

Month-End & Year-End Close Support

· Assist with AP-related month-end closing activities, including reconciliations, accrual preparation, and expense analysis.

· Ensure all monthly invoices are entered to prevent missing or misallocated expenses.

· Support internal and external audits by compiling and submitting required documentation.

Tax & Regulatory Support

· Assist the supervisor with sales tax filings, payments, and compliance documentation.

· Ensure tax-exempt forms and vendor W-9s are properly maintained.

Reporting & Analysis

· Assist the CFO, Accounting Manager, and Supervisor in analyzing expenses, variances, and AP trends.

· Prepare reports as needed on aging, cash disbursements, accruals, and vendor performance.

Process Improvement & Internal Controls

· Identify opportunities to improve accounts payable workflows, strengthen internal controls, and enhance ERP utilization.

· Help develop and revise AP standard operating procedures to drive efficiency and accuracy.

· Assist in supporting internal control audit requirements throughout the year.

*Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time; This description reflects management’s assignment of essential functions; it does not restrict the tasks that may be assigned*

· Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.

· 3 years of accounts payable experience, ideally in a distribution, logistics, or manufacturing setting.

· Strong understanding of AP processes, 2-way/3-way matching, accruals, and month-end closing procedures.

· Proficiency with ERP systems (S2K, SAP, Oracle, NetSuite, or similar).

· Strong Microsoft Excel skills (Pivot tables, VLOOKUP, formulas preferred).

· Strong problem-solving and analytical abilities with excellent attention to detail.

· Ability to manage deadlines, multitask, and work independently or collaboratively.

· Strong communication and interpersonal skills when working with vendors, warehouse staff, and internal departments.

Physical & Work Environment Requirement

· Office environment with occasional interaction with warehouse personnel.

· Ability to sit for extended periods and use standard office equipment.

· Light lifting of files, records, or office materials (up to 20 lbs).

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Work Location: In person

Salary : $50,000 - $60,000