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Position Summary

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle from invoice receipt to payment issuance. This role ensures timely and accurate processing of vendor invoices, maintains strong vendor relationships, and supports month-end closing activities. The ideal candidate is detail-oriented, organized, and capable of managing high-volume workflows in a fast-paced environment.

Key Responsibilities

Invoice Processing

• Receive, review, and verify invoices for accuracy, proper coding, appropriate approvals, and compliance with company policies.

• Enter invoices into the accounting system and ensure accurate GL coding.

• Match purchase orders, receivers, and invoices (3-way match) when applicable.

• Resolve discrepancies on invoices, pricing, purchase orders, or receipts.

Vendor Management

• Maintain accurate and up-to-date vendor files, including W-9s and banking information.

• Respond to vendor inquiries promptly and professionally.

• Reconcile vendor statements and follow up on outstanding issues.

• Build and sustain positive vendor relationships.

Payments

• Prepare weekly/bi-weekly payment runs via ACH, wire, check, or other payment methods.

• Review payment batches for accuracy and approvals prior to execution.

• Monitor and track payment status to ensure timely disbursements.

Expense Reports & Corporate Cards

• Review employee expense reports for policy compliance.

• Process reimbursements and corporate credit card reconciliations.

Month-End Close

• Assist with monthly accruals, AP aging review, and account reconciliations.

• Ensure all invoices and expenses are recorded in the correct period.

• Provide AP data and reports to accounting leadership as needed.

Compliance & Process Improvement

• Ensure adherence to company policies, internal controls, and accounting standards.

• Support audits by providing AP schedules and documentation.

• Recommend and implement process improvements for AP workflow efficiency.

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