Accounts Payable Specialist

Position Title: Accounts Payable Specialist

Department: Finance

Reports to: Chief Financial Officer

Position Objective and Summary:

Under the supervision of CFO, the Accounts Payable (AP) Specialist is responsible for managing and processing the company’s vendor invoices, payments, and expense records with accuracy and efficiency. This role ensures timely payments, maintains financial documentation, and supports month-end closing activities. The AP Specialist collaborates closely with vendors, internal departments, accounts payable process provider, and the outsourced accounting team to resolve discrepancies and maintain smooth financial operations.

Essential Duties and Responsibilities: 

Invoice & Payment Processing

• Review, verify, and process vendor invoices in accordance with company policies.
• Match purchase orders, receiving documents, and invoices (3-way match).
• Code invoices to correct general ledger accounts.
• Prepare and process weekly/biweekly check runs, ACH, and wire payments.
• Ensure timely payment of invoices and adherence to payment terms.

Vendor Management

• Maintain vendor files and ensure accurate information (W-9s, banking details, etc.).
• Respond to vendor inquiries and resolve invoice discrepancies or payment issues.
• Reconcile vendor statements and follow up on missing invoices or credits.

Expense & Reconciliation Tasks

• Review and process employee expense reports in compliance with company policies.
• Assist with month-end closing activities, including AP accruals and reconciliations.
• Maintain accurate and organized AP records and documentation.

Compliance & Internal Controls

• Ensure compliance with GAAP, internal policies, and audit requirements.
• Support internal and external audits by providing necessary documentation.
• Recommend process improvements to increase efficiency and accuracy.

Education /Job Experience/Certification:

• Bachelor’s degree in accounting, Finance, or related field preferred.
• 2 years of accounts payable or general accounting experience.

Special Knowledge and Qualifications:

• Strong understanding of accounts payable principles and accounting processes.
• Proficiency with accounting software (e.g., NetSuite, SAP, Oracle, Microsoft Dynamics).
• Advanced Microsoft Excel skills (V-lookups, pivot tables preferred).
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Effective communication and problem-solving abilities.