Accounts Payable Specialist

About the role

The Accounts Payable Specialist manages the organization’s accounts payable process, ensuring invoices are accurately processed, approved, and paid on time. This position maintains vendor relationships, ensures compliance with company policies and accounting standards, and supports month-end closing and financial reporting activities.

Responsibilities

• Review, verify, and process vendor invoices for accuracy, proper approvals, and appropriate account coding.
• Prepare and process weekly and monthly payment runs, including checks, ACH, wire transfers, and virtual payments.
• Prepare and record daily trust transfers.
• Reconcile vendor statements and resolve invoice discrepancies or payment issues.
• Maintain accurate vendor records, including W-9 forms, payment information, and tax documentation.
• Respond promptly to vendor inquiries regarding payment status and account balances.
• Monitor accounts payable aging and ensure timely payments.
• Assist with month-end and year-end closing by preparing accruals, reconciliations, and supporting schedules.
• Support annual audits by providing requested documentation and explanations.
• Ensure compliance with internal controls, company policies, and applicable accounting regulations.
• Maintain organized electronic and physical records of invoices and payment documentation.
• Assist with expense report reviews and reimbursement processing.
• Identify opportunities to improve accounts payable processes and recommend efficiency enhancements.
• Perform other accounting and administrative duties as assigned.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.
• Strong understanding of accounting principles and accounts payable best practices.
• Experience with accounting software or ERP systems (such as QuickBooks, Sage, Oracle, NetSuite, SAP, or Microsoft Dynamics) preferred.
• Experience with Qualia preferred.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong analytical, problem-solving, and communication skills.
• Ability to maintain confidentiality and handle sensitive financial information.

Preferred Skills

• Knowledge of 1099 reporting requirements.
• Experience with automated invoice processing systems (Bill.com, QuickBooks Online Bill Pay).
• Strong customer service and vendor relationship management skills.
• Ability to work independently as well as collaboratively within a team.