Accounts Payable Specialist

Application Instructions

As our Accounts Payable Specialist, you will manage the full-cycle accounts payable process, ensuring vendor invoices are reviewed, entered, approved, and processed accurately and efficiently. You will also review vendor credit applications, respond to vendor inquiries, and help resolve invoice or payment discrepancies. Additional responsibilities include verifying invoices for accuracy, completeness, proper documentation, and required approvals.

Position Description

• Maintain accurate and organized accounts payable records and invoice files
• Review, verify, code, and enter vendor invoices accurately and promptly
• Match vendor invoices with purchase orders, receiving documents, and delivery tickets
• Verify figures, postings, account codes, and supporting documentation for accuracy and completeness
• Research and resolve invoice discrepancies and payment-related issues
• Respond promptly and professionally to vendor inquiries regarding invoice and payment status
• Enter invoices within established timelines to capture available vendor discounts
• Collect required tax documentation, including Form W-9, when setting up new vendors
• Aid in the preparation and processing of annual Form 1099 reporting
• Match payments to invoices and prepare checks for mailing
• Set up and monitor payment schedules for vendors with recurring payments
• Maintain positive vendor relationships while following company policies and procedures
• Occasionally provide telephone and front-desk coverage as needed
• Perform additional accounts payable and administrative duties as assigned

Key Competencies

• Show strong attention to detail and a commitment to accuracy
• Display effective verbal and written communication skills
• Show excellent organization and time-management abilities
• Show a friendly, professional, and service-oriented approach
• Show the ability to build and maintain positive vendor relationships
• Show self-motivation and the ability to work independently
• Show the ability to prioritize multiple responsibilities and meet deadlines
• Show the ability to remain composed and produce accurate work in a fast-paced environment
• Show sound judgment when handling confidential financial and vendor information

Qualifications

• A minimum of two years of accounts payable experience, including full-cycle AP responsibilities
• Experience using Viewpoint software is highly preferred
• Experience working with paperless accounts payable processes is preferred
• Bilingual proficiency in English and Spanish—including speaking, reading, and writing—is a plus
• Work in office full time