Accounts Payable Specialist

Position Overview

As an Accounts Payable Specialist, you will be responsible for ensuring the accurate and timely processing of invoices, expense reports, and vendor payments. You will support the organization's financial operations by maintaining accurate records, resolving discrepancies, and partnering with internal departments and external vendors to ensure efficient accounts payable processes. This role requires strong attention to detail, organizational skills, and the ability to manage multiple priorities while maintaining compliance with company policies and accounting standards.

Essential Functions

• Process vendor invoices accurately and in a timely manner in accordance with company policies and payment terms.
• Review invoices for proper approvals, coding, and supporting documentation before payment processing.
• Match invoices to purchase orders and receiving documentation as applicable.
• Investigate and resolve invoice discrepancies, payment issues, and vendor inquiries.
• Maintain vendor records and ensure supplier information is current and accurate.
• Prepare and process weekly, bi-weekly, or monthly payment runs, including checks, ACH, wire transfers, and other payment methods.
• Reconcile vendor statements and identify outstanding or disputed items.
• Assist with month-end and year-end closing activities, including accruals, reconciliations, and reporting.
• Monitor accounts payable aging and ensure timely payment of obligations.
• Ensure compliance with internal controls, accounting policies, and applicable tax regulations.
• Support audit requests by providing documentation and responding to inquiries from internal and external auditors.
• Analyze accounts payable transactions and identify opportunities for process improvements and efficiencies.
• Collaborate with purchasing, receiving, accounting, and business stakeholders to resolve payment-related issues.
• Assist with 1099 reporting and vendor tax documentation maintenance as required.
• Maintain organized electronic and physical records of invoices, payments, and supporting documentation.
• Participate in continuous improvement initiatives to streamline accounts payable workflows and enhance accuracy.
• Generate and distribute accounts payable reports as requested by management.
• Ensure confidentiality and security of financial information at all times.

Other Skills/Abilities

• Strong understanding of accounts payable processes and general accounting principles.
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Ability to identify discrepancies and resolve issues independently.
• Effective verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Excel, including formulas, pivot tables, and data analysis.
• Experience with ERP systems and accounting software.
• Ability to collaborate effectively across departments and with external vendors.
• Strong customer service orientation and professional demeanor.
• High level of integrity, accountability, and confidentiality.

Requirements / Training and Experience

• Associate's degree in Accounting, Finance, Business Administration, or a related field preferred.
• NetSuite Experience highly desirable
• High School Diploma or equivalent required.
• 2-5 years of Accounts Payable, Accounting, or related financial experience preferred.
• Experience processing high-volume invoices in a fast-paced environment.
• Working knowledge of general accounting principles and financial controls.
• Experience with ERP systems such as SAP, Oracle, NetSuite, Microsoft Dynamics, or similar accounting software preferred.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience reconciling vendor statements and resolving payment discrepancies.
• Strong attention to detail and ability to maintain accurate financial records.
• Excellent organizational, analytical, and problem-solving skills.
• Effective verbal and written communication skills with the ability to work cross-functionally.
• Ability to manage confidential information with discretion.
• Ability to comprehend and follow established procedures and policies.
• Adept at multitasking and meeting deadlines.
• Strong commitment to accuracy, compliance, and continuous improvement.
• Ability to maintain a professional and positive attitude.
• Must be able to successfully pass E-Verify background check.

Work Environment

The Accounts Payable Specialist primarily works in a professional office environment with the option for a hybrid work arrangement where applicable. The role involves extended periods of sitting, working on a computer, and reviewing financial documents and reports. Daily interaction with vendors, internal departments, and accounting personnel is required to ensure timely invoice processing and payment resolution. The position requires strong attention to detail, the ability to manage deadlines, and the flexibility to support month-end, year-end, audit activities, and other critical accounting cycles as needed. Maintaining confidentiality, accuracy, and compliance with financial controls is essential to the success of this role.