Accounts Payable Specialist

Under general supervision, the Accounts Payable Specialist is responsible for performing the day-to-day operations of the accounts payable function. This includes processing invoices, ensuring timely and accurate payments to vendors, maintaining vendor records, reconciling accounts, responding to inquiries, and supporting the month-end close process. The AP Specialist plays a key role in maintaining strong internal controls and supporting overall financial accuracy and compliance.

Responsibilities:

• Process and review invoices, ensuring accuracy, proper coding, and timely entry into the accounting system.
• Verify and reconcile vendor statements, resolving basic discrepancies and ensuring all payments are accounted for and posted on a weekly basis. Escalate any issues with the accounting manager.
• Execute the full-cycle accounts payable process following according to the company's SOP, including accurately processing check runs, ACH payments, and wire transfers on time per the vendor terms agreement.
• Regularly maintain accurate and up-to-date vendor records in Microsoft D365, including W-9s and payment terms.
• Respond to internal and external inquiries regarding invoice status, payments, and vendor accounts in a timely and professional manner. Researches and resolves concerns or discrepancies.
• Assist with month-end closing activities, including downloading reports from the bank to capture all transactions related to accounts payable and processing vendor invoices into Microsoft D365.
• Collaborate with procurement, finance, and other departments to support accurate and efficient payment processing.
• Identify opportunities to improve processes and procedures within the AP function to share with the AP team and manager.
• Support audits by providing documentation and responding to information requests as needed.

• High school diploma or GED required.
• 2+ years of accounts payable or general accounting experience with basic understanding of accounting principles and GAAP.
• Proficiency in Microsoft Excel and accounting software (e.g., NetSuite, Oracle, SAP, QuickBooks).
• Exceptional attention to detail and organizational skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Exceptional written and verbal communication skills.
• Demonstrated ability to manage multiple tasks and meet deadlines.

• Associate's or bachelor's degree in Accounting, Finance, or related field.
• Experience with 3-way matching and PO-based invoice processing.
• Familiarity with large ERP systems (e.g., Microsoft D365, Netsuite).
• Knowledge of sales/use tax and 1099 reporting.