Accounts Payable Specialist

About the Role The Accounts Payable (AP) Specialist is responsible for supporting the company’s accounts payable function by ensuring vendor invoices, employee reimbursements, purchase-related documentation, and payments are processed accurately, timely, and in accordance with company policies and internal controls. This position works closely with Finance, Procurement, Warehouse, Operations, and other departments to resolve invoice discrepancies, maintain accurate vendor records, support purchase order and receiving reconciliation, and ensure proper documentation and approval of company expenditures. The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced and growing environment, and able to effectively manage a high volume of transactions while maintaining accuracy and confidentiality. What You’ll Do Accounts Payable Processing Receive, review, code, and process vendor invoices accurately and timely. Verify invoices for appropriate documentation, authorization, account coding, and approval prior to payment. Enter invoices and other accounts payable transactions into the company's ERP/accounting system. Review invoices for mathematical accuracy, duplicate billing, appropriate sales/use tax treatment, and compliance with established purchasing and payment procedures. Process both purchase order (PO) and non-PO invoices. Perform three-way matching of purchase orders, receiving documentation, and vendor invoices when applicable. Identify and resolve discrepancies involving pricing, quantities, purchase orders, receipts, approvals, or other supporting documentation. Ensure invoices are recorded within the appropriate accounting period. Maintain accurate and complete electronic accounts payable records. Vendor Management Establish and maintain vendor records in accordance with company procedures and internal controls. Obtain required vendor documentation, including Form W-9 and payment information. Review requests for new vendors and changes to existing vendor information. Follow established verification procedures for vendor banking or payment-information changes. Respond professionally and timely to vendor inquiries regarding invoice and payment status. Research and reconcile vendor statements. Investigate outstanding invoices, credits, duplicate payments, and other discrepancies. Maintain positive working relationships with vendors while protecting the company's financial interests. Payment Processing Prepare invoices for scheduled payment runs. Assist with ACH, wire, check, and other approved payment methods. Verify appropriate authorization prior to releasing payments. Ensure payment documentation is complete and properly retained. Monitor payment due dates to help avoid late fees, duplicate payments, and service interruptions. Assist with researching returned, rejected, or outstanding payments. Maintain appropriate segregation of duties and follow established payment-control procedures. Purchase Order & Receiving Reconciliation Work closely with Procurement, Warehouse, PMC/Materials, and other departments to resolve invoice-to-PO discrepancies. Research situations involving missing purchase orders, missing receipts, quantity differences, pricing discrepancies, or incomplete approvals. Monitor invoices that cannot be processed due to missing or incorrect supporting documentation. Follow up with responsible departments to ensure outstanding issues are resolved timely. Assist with monitoring open purchase orders and aged unmatched invoices. Employee Expenses & Reimbursements Review employee expense reports and reimbursement requests for completeness, proper documentation, approval, and compliance with company policies. Verify receipts and business purposes are properly documented. Identify exceptions and obtain required clarification or approval before processing. Assist employees and managers with questions regarding expense reimbursement procedures. Month-End & Accounting Supp…

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