Accounts Payable Specialist

Responsibilities

• Gathers, routes, codes and processes vendor invoices.
• Performs three-way matching of invoice, purchase order and receiving report.
• Reviews all invoices for appropriate documentation and approval prior to entering.
• Processes weekly disbursements by printing checks and entering wire payments. Serves as a backup of processing ACH/vCard payments.
• Serves as a point of contact for vendors and various departments (e.g., procurement, receiving, warehouse) and management and employees for inquiries by resolving purchase order, PO receipt, invoice, or payment discrepancies and gathering information/documentation (e.g., remittance address, address change, bank information, credit application).
• Reviews payment terms/methods and discounts, remittance addresses, confirms all necessary documentation is complete. Communicates with Procurement on supplier master changes.
• Gathers sales & use tax information by recognizing vendor invoices and credit card purchases without sales tax charges for taxable purchases. Maintains a tracking spreadsheet and invoice copies.
• Identifies incorrect EXP item codes used when a Purchase Request is entered or a PO is generated and makes suggestions for the appropriate item code to be used.
• Responds to verbal and written inquiries related to AP invoices and monitors vendor’s accounts.
• Proactively monitors outstanding checks, follows up and takes necessary actions.
• Ensures that weekly/monthly/quarterly/semi-annual/annual invoices are received and processed timely and escalates any issues and reports any missing invoices for month-end.

Requirements

• 3-5 years of hands-on accounts payable experience in a high-volume environment.
• Strong understanding of invoice coding, account classification, and three-way matching procedures.
• Experience supporting payment processing, including check runs, wires, and ACH transactions.
• Familiarity with Sage software or similar accounting systems used for accounts payable workflows.
• Able to review expense reports and corporate card transactions for accuracy and policy compliance.
• Excellent communication skills with the ability to work effectively with vendors and cross-functional internal teams.
• Strong organizational skills and the ability to manage multiple priorities in a fully onsite setting.