Accounts Payable Specialist

Job Overview

We are seeking a highly organized and detail-oriented Accounts Payable Specialist to join our finance team. In this role, you will be responsible for managing the company's accounts payable processes, ensuring timely and accurate payment of invoices, maintaining vendor relationships, and supporting overall financial operations. The ideal candidate will possess a strong understanding of accounting principles, financial software, and compliance standards such as SOX (Sarbanes-Oxley Act). This position offers an excellent opportunity to contribute to efficient financial management within a dynamic organization committed to accuracy and integrity.

Responsibilities

• Process and verify vendor invoices, ensuring accuracy and compliance with company policies and GAAP (Generally Accepted Accounting Principles).
• Prepare and review payments via checks, ACH transfers, wire transfers, and other electronic methods.
• Reconcile accounts payable ledger and resolve discrepancies promptly.
• Maintain detailed records of all transactions in accounting software such as Workday, Paychex, QuickBooks, or Sage.
• Assist with month-end closing activities, including journal entries related to accounts payable.
• Support audit preparations by providing necessary documentation and reports.
• Collaborate with procurement, finance, and human resources teams to ensure smooth processing of payments and data entry.
• Ensure adherence to internal controls and SOX compliance requirements.
• Conduct account reconciliations regularly to verify data integrity.
• Utilize data entry skills and technical accounting knowledge for accurate recordkeeping.
• Support benefits administration and non-profit accounting functions as needed.

Essential Duties:

• Process and verify vendor invoices, ensuring accuracy, proper coding, and compliance with purchase orders and company policies
• Monitor and reconcile vendor accounts, including identifying discrepancies, researching variances, and ensuring credits are properly applied
• Prepare weekly check runs, ACH payments, and wire transfers; ensure proper approvals and supporting documentation
• Track, analyze, and report on aged payables; recommend solutions for recurring issues or payment delays
• Act as primary point of contact for vendor inquiries, ensuring professional and timely communication
• Maintain vendor records, tax forms (W-9s), and payment terms in Sage to ensure accuracy and compliance
• Assist with monthly, quarterly, and year-end closing processes, including accruals, reconciliations, and audit support
• Monitor and report on cash requirements and discount opportunities to optimize cash flow
• Support continuous improvement of AP processes, recommending efficiencies and implementing best practices other departments to resolve invoice and payment discrepancies
• Assist Accounting Manager with preparation of AP-related schedules, reconciliations, and special projects
• Provide backup support for Accounts Receivable as needed

Qualifications

To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily.

Requirements:

• High School Diploma required
• 1-2 years of progressive accounts payable or general accounting experience

Skills and Experience:

• Strong ability to calculate and analyze figures such as discounts, interest, and percentages
• Ability to identify, research, and resolve complex problems independently
• Strong judgment in applying policies and procedures while adapting to new situations
• Proficient in Microsoft Office (Excel, Word, Outlook) and accounting software
• Ability to create spreadsheets, pivot tables, and reconcile accounts

Pay: $19.00 - $22.00 per hour

Benefits:

• Paid sick time
• Paid time off
• Referral program

Work Location: In person