Accounts Payable Specialist

Description:

Position Summary

The Accounts Payable Specialist is responsible for supporting day-to-day accounts payable operations, with a primary focus on invoice intake, research, routing, processing, and maintenance of accurate AP records. This role works closely with internal teams to ensure vendor invoices are accurately documented, routed, and processed in a timely manner.

The ideal candidate is highly organized, detail-oriented, comfortable researching and resolving discrepancies, and able to manage a high volume of invoices and requests while maintaining accurate records.

Key Responsibilities

Invoice Management & Documentation

• Monitor incoming accounts payable communications and retrieve, organize, and process vendor invoices and supporting documentation.
• Research vendor and invoice information to determine the appropriate department, entity, account, and/or internal owner responsible for each invoice.
• Enter, categorize, and maintain invoice records within accounts payable systems, ensuring information is complete, accurate, and current.
• Review and audit existing invoice records to identify missing information, duplicate entries, discrepancies, or outdated information and make necessary corrections.
• Communicate and collaborate with internal teams to confirm invoice ownership, resolve discrepancies, and obtain missing information needed for timely processing.
• Upload vendor invoices and supporting documentation into the appropriate accounts payable system for review, approval, and payment.
• Review invoice information and supporting documentation for accuracy and completeness throughout the processing lifecycle.
• Provide additional accounts payable support as needed, including cross-training on EFT and check payment processing, permitting and licensing payments, and other AP functions.

Requirements:

Qualifications & Skills

• Strong attention to detail with a commitment to accuracy and data integrity.
• Strong organizational and time-management skills with the ability to manage a high volume of invoices and requests.
• Ability to research discrepancies, problem-solve, and independently identify appropriate next steps.
• Strong written and verbal communication skills.
• Ability to collaborate effectively across departments and follow up on outstanding information.
• Comfortable working within multiple systems and learning new processes and technology.
• Previous accounts payable, accounting, finance, or related administrative experience preferred.
• Experience with invoice processing preferred.
• Experience with Microsoft Dynamics GP or a similar ERP/accounting system preferred.

Technology & Systems

• Microsoft Dynamics GP (Great Plains)
• Airtable or similar database/workflow management systems
• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Internal accounts payable and invoice management systems

Equal Opportunity Employer/Disability/Veterans