Accounts Payable Specialist

Job Description

Job Description

The Accounts Payable Specialist is responsible for the timely and accurate processing of vendor invoices, credit card transactions, purchase orders, and payment transactions. This role ensures compliance with company policies, maintains strong vendor relationships, and supports the monthly close process. The ideal candidate has solid AP experience in a mid-sized large company environment ($100M+ revenue), strong attention to detail, and a commitment to process accuracy and efficiency. This position is responsible for accounts payable management for multiple entities.

Essential Job Functions

• Process high-volume of invoices, ensuring proper coding, approvals, and accuracy with purchase orders and receipts. Use workflow in accounting system to ensure invoices are approved by the appropriate party.
• Processing of payments before their due date to avoid late fees and interest.
• Keep track of vendor payments using accounting system and spreadsheet schedules for utilities and other recurring vendors.
• Pay vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Maintain 1099s and generate report at year end.
• Reconcile credit card accounts and allocate charges to different companies.
• Pay employees by receiving and verifying expense reports.
• Obtain information from other departments to ensure records are accurate and complete and that accounts payable ledgers and journals are up to date.
• Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts payables’ data.
• Reconcile the accounts payable ledger to ensure that all payments are accounted for and properly posted.
• Investigate and resolve any payment discrepancies or disputes in a professional and timely manner.
• Assist with month-end and year-end closing activities by preparing reconciliations and reports for management.
• Maintain and update customer / vendor files, including name or address changes, mergers, or mailing attentions.
• Generate financial statements and reports detailing the current status of accounts payable status including aging reports.
• Assist the accounts payable department with cash application, customer refunds and other duties as needed.

What We Are Looking For