Accounts Payable Specialist

The Accounts Payable Specialist’s primary responsibility will be to process accounts payable transactions, including reviewing, coding, and entering invoices accurately into the accounting software. The position will work with many cost centers and other co-workers to ensure invoices receive the necessary approvals and authorizations in accordance with company policies. The accounts payable specialist plays a critical role in preparing and processing payments, such as checks, ACH (Automated Clearing House) transfers, and wire transfers, in a timely manner while adhering to payment terms and taking advantage of applicable discounts. The position will reconcile account statements with invoices entered and paid within the accounting system. Any discrepancies are to be resolved immediately. Attention to detail and adherence to established procedures will help maintain accurate financial records and ensure timely payments. 

This position will contribute to process improvements by staying updated on industry best practices and changes in accounts payable regulations. An analytical mindset and problem-solving skills are necessary to identify areas for improvement and recommend changes that enhance efficiency and accuracy.  

The Accounts Payable Specialist must possess the ability to communicate effectively, collaborate with internal and external contacts and meet deadlines. Organization and time management skills, and the ability to maintain autonomy while working on projects and duties is essential. 

Performance Outcomes 

     Invoice Processing: 

• Receive, review, and process invoices in accordance with company policies and proper coding 

• Verify invoice accuracy, including proper coding, approvals, and supporting documentation 

• Resolve discrepancies and follow up with vendors or internal stakeholders as necessary 

• Match invoices to appropriate purchase orders or contracts 

• Digitalize hard copy invoices/documents 

• Submit settlements to ensure invoices are paid in a timely and accurate manner while adhering to department procedures and signing authorities 

     Vendor Management: 

• Establish and maintain positive relationships with new and existing vendors 

• Set up supplier (vendor) contract installment payments or recurring payments 

• Respond to vendor inquiries and resolve payment-related issues promptly 

• Collaborate with purchasing and receiving departments to resolve purchase order and receiving discrepancies 

• Ensure timely payment of invoices, taking advantage of discounts when available and adhering to payment terms 

• Reconcile vendor statement with invoices, credits, and payments 

      Expense Reimbursements: 

• Review and process employee expense reports, ensuring compliance with company policies. 

• Verify expense report accuracy, including proper documentation and approvals. 

• Prepare and process reimbursement payments accurately and in a timely manner 

      Month-end Close and Reporting: 

• Assist in month-end closing activities related to accounts payable, such as reconciling accounts, preparing accruals, and generating reports 

• Provide accurate and timely financial data and reports to support management decision-making 

• Analyze expense trends to properly accrue expenses for month-end close 

• Conduct a review and analysis of specific ledger accounts 

Education, Knowledge, and Experience  

• 0-2 years accounting experience  preferred 

• High School Degree  

• An associate degree in accounting, finance, or a related field preferred 

• Excellent organization skills and the ability to prioritize is necessary  

• Ability to sort, check, count and verify numbers  

• Ability to analyze and recognize trends  

• Ability to work well with others in a team environment  

• Desire to learn new software applications and improve processes  

• Knowledge of computer applications related to accounts payable 

FLSA Status 

Non-exempt. 

Physical Requirements/ Work Environment  

     While performing the duties of the job, this position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to sit, stand, talk and hear. Minimal travel is for this position. 

The work environment characteristics and physical demands described here are representative of these an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.