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Accounts Payable Specialist

American General Supplies, Inc. – Gaithersburg, MD

American General Supplies, Inc. (AGS), a leading commercial aircraft spare parts supplier located in Gaithersburg, Maryland, is seeking an Accounts Payable Specialist. This position requires you to be responsible for processing invoices, verifying financial data, reconciling accounts, and ensuring timely payments to vendors. Is highly organized, proficient in accounting software, and committed to maintaining accuracy and efficiency in financial transactions. Strong communication skills and the ability to work collaboratively are essential for success in this position.

Position Summary:

Responsible for managing and executing the organization's accounts payable functions, including processing invoices, reconciling statements and ensuring timely payments to vendors. Essential in maintaining accurate financial records, optimizing cash flow and building strong relationships with vendors. Typically works within the finance or accounting department and collaborates closely with other teams such as sales, customer service and billing.

Key Responsibilities:

Invoice Management

Review, verify, and process vendor invoices for accuracy and proper authorization.
Match invoices to purchase orders and resolve discrepancies promptly.
Enter invoice data into the accounting system for payment processing.

Payment Processing

Prepare and process check payments and petty cash.
Monitor payment schedules to ensure timely disbursements and avoid late fees.
Address payment inquiries from vendors and internal stakeholders.

Reconciliation and Reporting

Reconcile vendor statements and resolve outstanding balances or discrepancies.
Assist in month-end and year-end closing by reconciling accounts payable records.
Generate and maintain accounts payable aging reports and payment activity summaries.

Vendor and Internal Communication

Serve as the primary contact for vendor inquiries regarding payments and account status.
Collaborate with purchasing and receiving departments to resolve invoice disputes.
Build and maintain positive relationships with vendors and internal teams.

Compliance and Documentation

Maintain organized and accurate records of invoices, payments, and correspondence.
Ensure compliance with company policies, financial regulations, and tax requirements (e.g., 1099 reporting).
Support internal and external audits by providing requested documentation and information.

Process Improvement

Identify opportunities to improve accounts payable processes and implement best practices.
Utilize AP automation tools to enhance efficiency and accuracy.
Stay updated on industry trends and new technologies in accounts payable management.

Reporting Relationships:

Position Reports to: Finance Manager

Supervisory Responsibilities: None

Requirements:

Education

High school diploma or equivalent required
Bachelor’s degree in Accounting, Finance or a related field preferred

REQUIRED KNOWLEDGE

Strong understanding of accounting principles and practices, particularly in accounts payable management
Knowledge of credit and collection laws and regulations is beneficial
Familiarity with AP automation tools and electronic payment platforms
Advanced Microsoft Excel skills, including data analysis and pivot tables
Knowledge of accounts payable workflows, tax compliance (e.g., 1099), and vendor management

EXPERIENCE REQUIRED

2–4 years of experience in accounts receivable, billing or general accounting
Experience with ERP systems and accounting software is essential (Peachtree)

SKILLS & ABILITIES

Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders
Attention to detail and accuracy in processing invoices and payments
Excellent organizational and time management skills
Ability to work independently and collaboratively in a team environment
Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

Schedule