Accounts Payable Specialist

Description

Position Summary

The Accounts Payable Specialist is responsible for supporting the accurate and timely processing of vendor invoices and payments while maintaining strong documentation and internal controls. This position works closely with vendors, purchasing, operations, and other departments to resolve invoice discrepancies, maintain accurate vendor accounts, and ensure expenses are properly recorded.

The ideal candidate is highly organized, detail-oriented, comfortable managing a high volume of transactions, and able to independently research and resolve accounts payable issues.

Requirements

Key Responsibilities:

• Review and process vendor invoices accurately and timely.
• Verify invoices for appropriate supporting documentation, coding, and approvals.
• Match invoices to purchase orders and receive documentation when applicable.
• Research and resolve quantity, pricing, receiving, and other invoice discrepancies.
• Identify duplicate invoices or payments and resolve exceptions before payment.
• Ensure invoices are recorded in the appropriate accounting period.
• Respond to vendor inquiries regarding invoice and payment status.
• Research outstanding invoices, credits, deductions, and account discrepancies.
• Coordinate with internal departments to resolve outstanding vendor issues.
• Maintain supporting documentation for payments and transactions.
• Identify invoices received after period-end that may require accrual.
• Research aged outstanding AP items and unreconciled balances.
• Provide documentation and schedules for account reconciliations.
• Identify unusual transactions, payment discrepancies, or potential duplicate payments.
• Maintain complete and organized supporting documentation.
• Recommend opportunities to simplify and improve AP processes.
• Participate in system implementations, testing, automation, and other Finance improvement initiatives.

Qualifications

• 2+ years of Accounts Payable, accounting, or related experience preferred.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Experience researching and resolving invoices and vendor discrepancies.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or related field.
• Experience working in a distribution, foodservice, manufacturing, or high-volume transaction environment.
• Experience with ERP/accounting systems, electronic payment platforms, and vendor portals.