Accounting Specialist

About the role

The Accounting Specialist, Accounts Payable is responsible for the accurate, timely, and organized entry and processing of vendor invoices across Ranger Steel, CraftForce, and Kentucky Powder Coating. This is a high-volume, detail-intensive role that sits at the front of the payables process.

Responsibilities

• Invoice Receipt and Processing
• Receive, sort, and log all incoming vendor invoices across all three entities, ensuring nothing is missed, misrouted, or left sitting without action.
• Match invoices to purchase orders and receiving documentation where applicable, verifying quantities, pricing, and terms before entry.
• Enter vendor invoices into the accounting system accurately: correct vendor, correct amount, correct entity, correct cost code or general ledger account, every time.
• Manually route invoices to the appropriate approver for each vendor and entity, following up when invoices have been outstanding and deadlines are approaching.
• Contact the team member who incurred or requested the expense directly to resolve any issues with invoices that do not match their corresponding purchase order or raise discrepancies.
• Maintain accurate and current vendor records in the accounting system, including remittance addresses, payment terms, tax identification information, and contact details.
• Collect and file required vendor documentation including W-9 forms and certificates of insurance for all active vendors, following up on missing items before invoices are processed.
• Reconcile vendor statements to the A/P ledger on a regular basis, identifying discrepancies, missing invoices, or duplicate charges and resolving them promptly.
• Respond to vendor inquiries regarding payment status, remittance information, and outstanding invoices in a professional and timely manner.
• Escalate vendor disputes, statement discrepancies, or payment issues that require management judgment to the Accounting Manager.
• Weekly Check Run Support
• Prepare the A/P aging and a proposed payment summary for Accounting Manager review each week, organized by due date, vendor, and entity, so the Accounting Manager has everything needed to make payment decisions.
• Process checks, ACH payments, and electronic disbursements accurately and in the order and amounts directed.
• Maintain an organized record of each payment run including the invoices paid, amounts, payees, and payment method.
• File and archive payment documentation in an audit-ready manner following each cycle.
• Monitor outstanding checks and flag stale or uncleared items to the Accounting Manager for direction.
• Vendor Records and Statement Reconciliation
• Maintain accurate and current vendor records in the accounting system, including remittance addresses, payment terms, tax identification information, and contact details.
• Collect and file required vendor documentation including W-9 forms and certificates of insurance for all active vendors, following up on missing items before invoices are processed.
• Reconcile vendor statements to the A/P ledger on a regular basis, identifying discrepancies, missing invoices, or duplicate charges and resolving them promptly.
• Respond to vendor inquiries regarding payment status, remittance information, and outstanding invoices in a professional and timely manner.
• Escalate vendor disputes, statement discrepancies, or payment issues that require management judgment to the Accounting Manager.
• Cost Coding and Accuracy
• Apply correct general ledger account codes, job numbers, cost centers, and entity designations to every invoice entered, using the chart of accounts and job cost structure as a guide.
• Develop a working familiarity with the types of costs each entity incurs so that coding decisions are made with context, not just by habit or assumption.
• Identify and correct miscoded invoices proactively before they are posted and create downstream reporting errors.
• Communicate with the Accounting Manager or project teams when invoice coding is unclear, rather than making assumptions that could result in misallocated costs.
• Cross-Training and Team Support
• Maintain full working knowledge of the Accounting Specialist, Expense and Purchase Orders role through active cross-training, so that either specialist can step into the other’s responsibilities when volume or circumstances require it.
• Shift priorities to support expense processing or purchase order entry alongside the peer specialist, as directed by the Accounting Manager.
• Communicate openly with the Accounting Manager about workload, bottlenecks, or process issues that are affecting the team’s ability to meet its commitments.
• Aid in additional accounting or administrative tasks as directed by the Accounting Manager, contributing to the team’s overall effectiveness.
• Maintain organized, audit-ready records across all A/P activity at all times, not just at period end.

Qualifications

• Education: High school diploma or equivalent required. Associate’s degree or coursework in accounting, business, or a related field is a plus but not required.
• Experience: 1–3 years of accounts payable, accounting clerk, or comparable data entry and administrative accounting experience preferred. Prior experience in a construction, contracting, or multi-entity environment is an advantage.
• Technical Skills: Comfortable working in accounting software and able to learn new platforms with direction; prior A/P system experience is a plus. Basic Excel familiarity is preferred but not required.
• Competencies: Accurate and consistent. Takes pride in getting the entry right the first time and understands why it matters. Organized and reliable, with a personal system for tracking open items, pending approvals, and upcoming deadlines. Communicates questions and flags issues rather than guessing. Asks before coding something wrong and works directly with the responsible party to resolve discrepancies before escalating. Works well alongside a peer in a shared workspace, willing to flex into either role’s responsibilities as volume and priorities shift. Responds positively to direction and correction, and takes feedback as an opportunity to improve.

Measures of Success

• Vendor invoices entered accurately and on schedule each period with no systemic coding errors or unprocessed items aging in the queue.
• A/P aging reflects only legitimate open liabilities with no duplicate entries, missing approvals, or invoices sitting without status.
• Invoice discrepancies and documentation gaps resolved directly with the responsible team member promptly and without requiring Accounting Manager intervention.
• Vendor records and W-9 documentation current and organized for all active vendors.
• Weekly check run preparation delivered to the Accounting Manager accurately and on schedule with no payments initiated outside of approved direction.
• Vendor inquiries handled professionally and resolved promptly.
• Consistent positive feedback from the Accounting Manager on accuracy, reliability, and follow-through.