Accounts Payable Specialist

About the role

The Accounts Payable Specialist is an integral member of the accounting team and is responsible for the accurate and timely processing of all accounts payable transactions. This position provides financial, administrative, and clerical support while helping to ensure the accuracy and integrity of the Company’s financial records. As part of a small, collaborative accounting team, the Accounts Payable Specialist will work closely with other team members each day to ensure that all assigned departmental responsibilities and time-sensitive tasks are completed accurately and on schedule. Team members are expected to communicate regularly, coordinate priorities, share responsibilities when needed, and provide support across functions to ensure the team’s daily objectives are successfully completed.

Responsibilities

• Receive, review, code, and process vendor invoices for payment.
• Verify invoices for accuracy, appropriate documentation, proper authorization, and general ledger coding.
• Match invoices to applicable leases, contracts, approvals, or other supporting documentation.
• Prepare and process vendor payments, including checks, ACH transactions, and other electronic payments.
• Review and process employee expense reports and reimbursement requests.
• Reconcile vendor statements and research and resolve outstanding or disputed items.
• Respond to vendor inquiries and communicate with vendors regarding invoices, payments, account balances, and discrepancies.
• Maintain accurate vendor records as well as support documentation.
• Assist with vendor setup and maintenance, including obtaining required tax and payment information.
• Review vendor information for completeness and accuracy.
• Assist with annual Form 1099 reporting, including reviewing vendor tax information and researching discrepancies.
• Process and record cash receipts and deposits
• Prepare and enter journal entries and other accounting transactions as needed.
• Maintain complete and organized electronic and/or physical accounting records in accordance with Company record-retention requirements.
• Assist with month-end and year-end closing activities, including identifying outstanding invoices and expenses that may require accrual.
• Reconcile assigned general ledger accounts and research discrepancies as needed.
• Assist with internal and external audit requests by gathering invoices, payment documentation, reconciliations, and other supporting records.
• Review accounting information for accuracy and investigate discrepancies or unusual items.
• Work collaboratively with employees, department managers, vendors, and other members of the accounting team to resolve issues in a timely manner.
• Follow established internal controls, accounting procedures, and Company policies.
• Maintain confidentiality of financial, employee, vendor, and Company information.
• Identify opportunities to improve accounts payable processes, documentation, and efficiency.
• Import borrower information into accounting system daily.
• Process funding wires daily, as assigned.
• Process investor purchases daily, as assigned.
• Process goodbye letters daily, as assigned.
• Import Warehouse transactions into accounting system, as assigned.
• Perform other accounting and administrative duties, including Customer Service, as assigned.
• Monitor accounting email inboxes.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Accounting, Business Administration, or a related field, highly preferred.
• Prior accounts payable, bookkeeping, or general accounting experience, highly preferred.
• Working knowledge of basic accounting principles, general ledger accounts, and accounting terminology.
• Experience processing invoices and reconciling vendor accounts preferred.
• Proficiency with Microsoft Office, particularly Microsoft Excel