Accounts Payable Specialist

POSITION SUMMARY

Under the direction of the Controller, the Accounts Payable Specialist is responsible for managing the company’s outgoing payments, ensuring invoices are processed accurately and on time while maintaining strong vendor relationships and compliance with company policies.

SPECIFIC RESPONSIBILITIES

·       Review, verify, and process vendor invoices accurately and promptly.

·       Match invoices with purchase orders and receiving documents.

·       Prepare and process weekly or monthly payment runs. Prepare ACH and positive pay files as well as preparing reports to complete bank uploads.

·       Create new vendors in the system; update vendor files with COI and banking information.

·       Monthly reconcile credit card payments and ensure all receipts are accounted for.

·       Reconcile vendor statements and resolve invoice discrepancies.

·       Maintain accurate accounts payable records and filing systems.

·       Communicate with vendors regarding payment inquiries and outstanding balances.

·       Ensure compliance with company policies and accounting procedures.

·       Assist with month-end and year-end closing activities.

·       Process employee expense reimbursements.

·       Prepare reports related to accounts payable and cash disbursements including but not limited to the aging report and project reports.

·       Support audits by providing required documentation.

·       Collaborate with internal departments to resolve billing and payment issues.

·       Oversight of clerical office duties including but not limited to office and breakroom supplies, conference room calendars, and greeting visitors.

QUALIFICATIONS     

Education and/or Experience

·       High school diploma or equivalent required; associate’s degree in accounting, Finance, or a related field preferred.

·       1–3 years of accounts payable or general accounting/bookkeeping/office experience.

·       Proficiency in Microsoft Word and Excel.

Skills

·       Strong attention to detail and organizational skills.

·       Excellent communication and problem-solving abilities.

·       Ability to prioritize tasks and meet deadlines.

·       Strong analytical and data entry skills.

·       Ability to work independently and as part of a team.

·       Flexibility regarding additional projects and work schedule.

·       High level of integrity and confidentiality when handling financial information.