Accounts Payable Specialist

About the role

The Accounts Payable (AP) Specialist manages and processes vendor invoices, employee expense reports, and other payable transactions, ensuring accuracy, timeliness, and compliance with UL Research Institutes (ULRI) and UL Standards & Engagement (ULSE) policies and relevant regulations.

Responsibilities

• Review, audit, and process vendor invoices and employee expense reports for accuracy, completeness, required approvals, and compliance with company policies and procedures.
• Verify invoice and expense report details, including coding to the appropriate general ledger accounts and cost centers, receipts, business purpose, payment terms, and supporting documentation.
• Process vendor payments and employee reimbursements accurately and within established service level expectations.
• Reconcile vendor statements, payment transactions, and corporate credit card activity; investigate and resolve discrepancies, outstanding items, and unmatched transactions.
• Serve as the primary point of contact for vendor and employee inquiries related to invoices, expense reports, reimbursement status, payment details, and expense system functionality, resolving issues in a timely and professional manner.
• Maintain accurate financial records and electronic documentation for accounts payable and expense transactions, including employee profiles, approval workflows, and records retention in accordance with company policies.
• Aid in month-end and year-end close activities by preparing accruals, account reconciliations, financial reporting, and expense analysis.
• Support internal and external audits by providing required documentation, explanations, reports, and analysis while ensuring compliance with accounting principles, regulatory requirements, and company policies.
• Collaborate with Finance, Payroll, Procurement, Human Resources, managers, and other departments to resolve accounts payable and expense-related issues and improve cross-functional processes.
• Identify opportunities to improve accounts payable and expense management processes, strengthen internal controls, and enhance operational efficiency and the employee experience.

Requirements

• Strong knowledge of accounts payable processes, expense management, accounting principles, and industry best practices.
• Proficiency with ERP systems and financial software; experience with Workday or similar systems preferred.
• Experience with expense management platforms such as Concur or similar applications preferred.
• Advanced proficiency in Microsoft Excel and Microsoft Office Suite, with the ability to use spreadsheets and other business applications effectively.
• Strong analytical, organizational, and time management skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills, with the ability to build effective working relationships and provide responsive customer service to internal and external stakeholders.
• Knowledge of applicable accounting standards, internal controls, regulatory requirements, and company policies.
• Ability to work independently, manage multiple priorities, and collaborate effectively in a team-oriented environment.

Qualifications

• High school diploma or equivalent.
• Bachelor's degree in business administration, accounting or finance preferred.
• Minimum of 4 years of experience as an Accounts Payable Specialist or similar role.
• Workday experience preferred.