Accounts Payable Specialist

Job Description

Accounts Payable Specialist

Department: Finance

The Michaelis Corporation, based in Indianapolis, Indiana, has been family-owned and operated since 1986, specializing in insurance restoration and foundation repair. Are you someone who believes in family values, does the right thing when no one is watching, and participates in serving your community by leading with integrity? Michaelis Corporation prioritizes work/life balance and believes in fostering a culture of accountability and growth. What sets us apart is our commitment to investing in our people and creating a supportive environment that drives both personal and professional success.

Overview and General Requirements

Reporting to the Controller, the Accounts Payable Specialist (“APS”) is a critical role within the Finance Department, responsible for managing the outflow of financial resources through timely and accurate processing of vendor invoices, expense reports, and vendor compliance documentation such as Certificates of Insurance (COIs). The APS ensures that all payables are correctly coded, approved, and paid in accordance with company policy and vendor terms. This position requires a strong background in accounting or finance, supported by experience or education, as well as a detail-oriented mindset and the ability to manage competing priorities in a fast-paced environment.

Responsibilities and Duties

• Accurately process vendor invoices in a timely manner, matching invoices to purchase orders and delivery receipts.
• Ensure all invoices are properly coded and approved according to company policy before payment processing.
• Prepare and execute weekly check runs, ACH payments, and credit card payments within established timelines.
• Reconcile vendor statements monthly to ensure all liabilities are recorded, and discrepancies are resolved.
• Maintain organized records of all payments, invoices, and related documentation in digital and paper formats.
• Monitor aging payables and prioritize payments based on cash flow and vendor terms.
• Assist in month-end closing by providing accruals, reconciling accounts, and supporting financial reporting.
• Maintain accurate vendor master data including W-9s, payment terms, and contact information.
• Assist with preparing 1099s and ensuring year-end compliance for all eligible vendors.
• Manage vendor and subcontractor Certificates of Insurance (COIs): collect, verify coverage requirements, track expiration dates, and request renewals to ensure compliance before issuing payments.
• Communicate professionally with vendors regarding payment inquiries, missing invoices, or discrepancies.
• Provide support to the Finance Department on special projects or administrative tasks as needed.
• Support company-wide compliance by maintaining confidentiality and ensuring invoice legitimacy.

KPIs

• Daily:
• Process all received invoices and enter them into the accounting system (Proven Accounting) by close of business.
• Respond to all vendor inquiries within 24 hours.
• Weekly:
• Complete and reconcile weekly check/ACH run.
• Review and reconcile vendor statements for outstanding balances.
• Audit COI compliance for vendors before weekly payments are released.
• Monthly:
• Reconcile AP subledger with general ledger.
• Prepare accruals for any outstanding expenses.
• Maintain and update 1099 vendor records in anticipation of year-end reporting.
• Update and maintain COI tracking log; follow up on expiring or missing certificates.

These KPIs are designed to ensure timeliness, accuracy, and proactive financial management.

Benefits

• 401(k)
• 401(k) Matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account (HSA)
• Life Insurance
• Paid Time Off (PTO)
• Professional Development Assistance

Compensation

• Job Type: Full-time
• Pay Range: $25.00 - $30.00 per hour
• Expected Hours: 40 – 45 per week
• Schedule: Monday to Friday

Skills and Abilities

• Financial Acumen: Solid understanding of accounts payable processes, expense management, purchase orders, and general accounting principles.
• Technical Proficiency: Proficient in accounting software (e.g., Proven Accounting) and Microsoft Office Suite, especially Excel.
• Analytical Skills: Ability to verify and reconcile vendor statements, identify discrepancies, and maintain accuracy in all financial transactions.
• Communication Skills: Strong written and verbal communication skills to correspond with vendors and internal departments.
• Problem-Solving: Ability to troubleshoot invoice or payment discrepancies and proactively resolve issues.
• Time Management and Organization: Ability to prioritize tasks, manage multiple deadlines, and ensure timely payments.
• Teamwork and Collaboration: A cooperative team member who supports cross-functional collaboration.
• Vendor Relations: Maintains professional and effective relationships with external vendors.
• Adaptability and Continuous Improvement: Embraces process improvements and adapts to changes in procedures or systems.
• Pressure Management: Performs well under pressure in a deadline-driven construction and restoration environment.
• Technology Proficiency: Adept in using modern office technologies, including iPhone, computer, CRM, and accounting software.
• Administrative Support: Includes tasks like answering phones and assisting with administrative workflows that support finance operations.
• Compliance Management: Knowledge of COI requirements and ability to manage insurance compliance for vendors and subcontractors.