Accounts Payable Specialist

Description
The Accounts Payable (AP) Representative is responsible for processing and managing outgoing payments, ensuring that vendors and suppliers are paid accurately and on time. This role involves maintaining financial records, verifying invoices, reconciling accounts, and assisting in the month-end closing process. The AP Clerk plays a key role in the company’s financial operations and vendor relationships. The ideal candidate will be highly organized, possess strong communication skills, and demonstrate proficiency in the Microsoft Office Suite.

Essential Functions of the Position:

• Receive, review, and verify supplier invoices for accuracy and appropriate documentation
• Match purchase orders and receipts to invoices before payment
• Prepare and process check runs
• Ensure timely payment of vendor invoices while taking advantage of early payment discounts when available
• Reconcile vendor statements and resolve discrepancies or payment issues
• Maintain accurate and up-to-date vendor records in the accounting system
• Ensure proper authorization and coding of all invoices and expenses
• Maintain electronic and physical filing systems for audit and compliance purposes
• Respond to inquiries from vendors, internal departments, and auditors
• Coordinate with purchasing and receiving departments to resolve issues
• Generate reports on payables aging, cash requirements, and vendor activity

Skills and Knowledge:

• Proficiency in MS Excel and MS Office Suite.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Experience with accounting software is desired.
• Ability to work independently and as part of a team.
• Ability to handle sensitive financial information with confidentiality

Requirements:

• High school diploma or equivalent required; Associate’s or bachelor’s in accounting or finance preferred
• 1–3 years of accounts payable or general accounting experience
• Driver record cannot contain any reckless driving offences, DUI's, leaving the scene of an accident etc.
• Ability to follow written and verbal directions and to complete assigned tasks on schedule.
• Ability to read, write, and communicate effectively in English.
• Ability to work with supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions:

• Sedentary Work: Primarily requires sitting for extended periods while working on a computer, attending meetings, and performing administrative tasks.
• Hand & Finger Dexterity: Frequent use of hands for typing, writing, and handling office equipment.
• Vision & Hearing: Ability to read screens, documents, and emails, as well as communicate effectively in person, over the phone, and in virtual meetings.
• Occasional Standing & Walking: Participation in outside events may require standing, walking, and light physical activity.
• Lifting & Carrying: Occasionally lift and carry materials such as event supplies, promotional items, or office equipment (typically under 25 pounds).
• Environmental Exposure: Limited exposure to outdoor conditions during events, including varying weather and terrain.

Benefits:

• Medical Insurance, Dental HMO/PPO, Vision, Basic and Voluntary Life, and Voluntary Accident.
• Employee Assistance Program (EAP)
• 401 (k) Retirement Plan- Company match
• Paid Sick time.
• Paid Holidays
• Paid Vacations
• Direct Deposit
• Paid weekly.
• Referral Bonus

This job description does not imply that the listed duties are the only responsibilities of an employee in this position. Employees may be asked to perform additional tasks as needed to ensure adequate coverage of the workload. Furthermore, employees must follow any job-related instructions and complete any other duties assigned by their supervisor. This job description does not constitute an employment agreement between the employer and the employee and may be changed by the employer as organizational needs and job requirements of the job change.