Accounts Payable Specialist

Responsible for performing full-cycle accounts payable activities, ensuring timely and accurate processing of invoices, vendor payments, expense reimbursements, and account reconciliations. Maintains vendor records, supports month-end closing activities, and ensures compliance with company policies, internal controls, and regulatory requirements. Collaborates with internal departments and external vendors to resolve discrepancies while promoting operational efficiency and excellent service.

Invoice Processing

• Review, verify, and process vendor invoices for accuracy, completeness, appropriate approvals, and proper accounting coding.
• Match invoices to purchase orders, contracts, and receiving documentation when applicable.
• Ensure invoices are entered accurately and timely into the accounting system.
• Monitor invoice workflow and approvals to facilitate timely payment processing.

Vendor Payment Manager

• Prepare and process payments including checks, ACH transfers, wire payments, and other approved methods.
• Maintain payment schedules and ensure obligations are paid according to established terms.
• Resolve payment issues, exceptions, and vendor inquiries promptly.
• Assist with administration and maintenance of vendor records and banking information.

Account Reconciliation

• Reconcile vendor statements and accounts payable ledgers.
• Investigate and resolve discrepancies, outstanding balances, duplicate payments, and unapplied credits.
• Support month-end close activities through accrual preparation and reconciliations.
• Maintain accurate supporting documentation for all accounts payable transactions.

Internal Controls and Compliance

• Ensure adherence to established accounts payable procedures and internal controls.
• Support audit requests and examinations by providing required documentation and information.
• Help identify and prevent payment errors, fraud risks, and policy violations.
• Maintain compliance with company policies, accounting standards, and regulatory requirements.

Continuous Improvement and Operational Excellence

• Recommend process improvements to enhance efficiency, accuracy, and service levels.
• Support system implementations, workflow enhancements, and automation initiatives.
• Participate in departmental projects and contribute to continuous process improvement efforts.

Accounting Payable Operations

• Process approved invoices accurately and timely.
• Validate invoice coding and account allocations.
• Maintain accounts payable records and supporting documentation.
• Monitor accounts payable aging and follow up on outstanding items.
• Prepare and process vendor payments in accordance with company policies.
• Respond to vendor inquiries regarding payment status and account activity.
• Collaborate with internal stakeholders and vendors to resolve discrepancies.

Financial Reporting and Month-End Close

• Perform accounts payable reconciliations and account analysis.
• Assist with month-end, quarter-end, and year-end close activities.
• Prepare accounting entries related to accounts payable and accrued expenses.
• Support preparation of financial reports and schedules as requested.

Internal Controls, Audit Support, and Compliance

• Maintain proper documentation and audit trails for all transactions.
• Support internal and external audit requests.
• Ensure compliance with internal control standards and departmental procedures.
• Assist in implementing corrective actions identified through audits or reviews.

Process Improvement and Financial Planning Support

• Identify opportunities to improve payment processing and vendor management practices.

• Support accounting and finance initiatives as assigned.

• Contribute to special projects and perform additional duties as needed.

• High School Diploma/GED required

• Minimum 6 months accounts payable or related accounting experience required

• Knowledge of accounts payable processes, accounting principles, and financial recordkeeping practices.

• Experience processing invoices, vendor payments, and account reconciliations.

• Strong analytical and problem-solving skills.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications, particularly Excel, Outlook, and Word.

• Experience with accounting and ERP systems preferred.

• Ability to manage multiple priorities and meet established deadlines.

• Strong attention to detail, accuracy, and organizational skills.

• Ability to work independently while contributing effectively within a team environment.