Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Department: Finance / Administration

Employment Type: Full-time

Job Summary

The Accounts Payable Specialist is responsible for accurately processing vendor invoices, reconciling statements, maintaining financial records, and ensuring timely payments for all store-related purchases. This role supports smooth store operations by managing relationships with suppliers, tracking inventory-related expenses, and ensuring financial accuracy for the convenience store expenses and inventory.

Key Responsibilities

Invoice & Payment Processing

• Receive, review, and verify vendor invoices for goods such as fuel, beverages, groceries, supplies, equipment.
• Match invoices with purchase orders, delivery receipts, and inventory entries.
• Enter invoices into the accounting system accurately and in a timely manner.
• Schedule and prepare payments (checks, ACH, credit card, or online portals).
• Ensure all payments comply with company policies and payment terms.

Vendor & Inventory Coordination

• Communicate with vendors to resolve billing discrepancies or missing documents.
• Maintain an up-to-date vendor list and payment files.
• Reconcile vendor statements and follow up on outstanding credits or unpaid items.
• Maintain an up-to-date vendor list, including W-9s and vendor agreements.

Recordkeeping & Reporting

• Maintain organized digital and physical records of invoices, receipts, and statements.
• Assist with month-end closing tasks, including accruals and expense reports.
• Generate AP aging reports and provide updates to management on cash-flow needs.

Administrative & Compliance Tasks

• Ensure compliance with internal controls and financial policies.
• Identify opportunities to improve AP processes and support automation initiatives.
• Assist with audits by providing documentation and explanations as needed.
• Handle petty cash reimbursement and expense tracking for the store.

Qualifications

• High school diploma or equivalent (associate degree in accounting preferred).
• 13 years of accounts payable or bookkeeping experience (convenience store or retail preferred).
• Working knowledge of accounting software.
• Strong attention to detail and accuracy.
• Good communication and problem-solving skills.
• Ability to manage multiple deadlines and maintain confidentiality.

Skills

• Proficiency in Microsoft Excel and basic accounting principles.
• Strong organizational and recordkeeping abilities.
• Comfortable working with vendors and store team members.
• Familiarity with inventory processes and retail financial operations (a plus).

Physical Requirements

• Ability to sit for extended periods while performing data entry.
• Ability to occasionally lift files or paperwork up to 20 lbs.

• Health Insurance
• Dental/Vision Insurance
• Paid time off
• 401k with company match
• Long-term/short-term disability coverage