Position Overview:

The Accounts Payable Specialist is responsible for managing the full cycle of vendor invoice processing and reconciliation to ensure timely and accurate payment of obligations. This role requires strong attention to detail, organizational skills, and the ability to collaborate with internal stakeholders and external vendors. The Specialist will also support special projects and assist with audit preparations as needed.

Duties and Responsibilities:

Invoice Processing & Coding:

• Sort, code, and review vendor invoices for accuracy, matching them to purchase orders or receiving documents.
• Verify correct pricing, quantities, and account coding before entry into the accounting system.
• Post debits and credits to proper accounts, balance daily entries, and make necessary corrections.

Reconciliation & Payment Preparation:

• Reconcile vendor statements and resolve discrepancies with vendors and internal departments.
• Prepare payment runs, ensuring all approvals are obtained and payment terms are met.
• Support month-end and year-end closing activities related to accounts payable.

Vendor Management & Records Maintenance:

• Maintain organized vendor files—electronic and/or paper—ensuring all documentation is up to date.
• Respond to vendor inquiries regarding payment status and resolve any outstanding issues promptly.

Audit Support & Special Projects:

• Assist with internal and external audit requests by gathering documentation and responding to inquiries.
• Participate in process-improvement initiatives and special accounting projects as directed by management.

Skills & Qualifications

Education & Experience

• Associate’s degree in Accounting, Finance, or a related field preferred.
• 3–5 years of direct experience in accounts payable or a similar finance role.
• Solid understanding of accounts payable principles and best practices.
• Proficiency with automated accounting systems and intermediate to advanced Excel skills.

Core Competencies:

• Exceptional attention to detail and accuracy in data entry and numerical verification.
• Strong organizational and multitasking abilities to manage competing deadlines.
• Effective verbal and written communication skills for liaising with vendors and internal teams.
• Ability to work independently with minimal supervision while maintaining confidentiality.

Physical Demands:

• Regularly required to sit, use hands to handle or feel, and talk or hear.
• Frequently required to reach with hands and arms.
• Occasionally required to stand, walk, stoop, kneel, crouch, or crawl.
• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment   

This job generally operates in a clean, well-lit, and climate-controlled professional office environment with minimal physical hazards or unsafe noise levels. Standard overhead fluorescent or LED lighting is used throughout all shared workspaces. This role routinely uses standard office equipment such as computers, phones, printers, copy/fax machines, etc. The noise level may vary based on the shared workspace.        

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