AP Specialist

Responsibilities

• Print invoices and supporting documentation received through the Accounts Payable email inbox and route items for processing.
• Organize and prepare invoice packets (e.g., invoices, receiving documents, approvals, and correspondence); maintain an orderly queue to support timely processing.
• Process supplier invoices in the ERP system, ensuring accuracy, proper coding, and required approvals:
• non-purchase order (non-PO) invoices, entering invoice details, verifying required approvals/coding are present;
• Perform three-way matching (purchase order, receiving/goods receipt, and invoice) and verify supporting documentation; research and resolve price, quantity, and receiving variances by partnering with Procurement, Warehouse/Receiving, and requesters.
• Maintain complete and well-organized accounts payable documentation (electronic and/or paper) in accordance with record-retention requirements.
• Collect processed AP paperwork, verify packets are complete, and follow up on missing documentation as needed.
• Scan invoices and supporting documents into the accounting system, ensuring images are clear, correctly indexed, and attached to the appropriate transaction/vendor record.
• Filer processed AP paperwork in the archive (physical and/or electronic), following retention guidelines and maintaining a clean, organized filing system for audit readiness.
• Prepare and process vendor payments (ACH, wire, broker payments, and checks), including payment runs, remittance communication, and required approvals.
• Support month-end close activities as assigned (e.g., AP aging, accrual support, and invoice follow-up).
• Provide backup coverage for other finance/administrative functions as needed to ensure continuity of operations.
• Provide responsive customer service to internal stakeholders and external suppliers via phone and email.
• Maintain a clean, organized, and secure work area and protect confidential information.
• Follow company policies, internal controls, and safety requirements.

Qualifications

• Strong attention to detail with a focus on accuracy and data quality.
• Strong communication and active listening skills; able to partner effectively across departments and with suppliers.
• Excellent time management and prioritization skills in a deadline-driven environment.
• Working knowledge of accounts payable principles, including three-way match, invoice coding, and payment processing.
• Ability to write clear, professional emails and maintain accurate documentation.
• Strong organizational skills and follow-through; comfortable working with standard operating procedures and checklists.
• Experience with an ERP system and AP tools (invoice workflow/automation preferred); intermediate skills in Microsoft Excel and Outlook.
• Continuous improvement mindset and willingness to learn new systems, processes, and responsibilities.
• Professional, service-oriented approach with a positive, collaborative work style.
• Professional presence and discretion when interacting with suppliers and internal teams.
• High integrity and ability to handle confidential information; follows internal controls and compliance requirements.

Benefits

• PTO starting at 10 days(pro-rated based on month of hire) and building to 15, 20, and finally 25 days with each year of employment)
• 3 sick/personal days
• 8 paid holidays
• Bonus through our profit sharing program
• (with option of an HSA including a company contribution up to $750)HDHP
• Significantly subsidized health plans, choose between PPO or
• HDHP
• Marathon Health is added to the health plan at no extra cost to you, it offers local services at 4 locations including on-site prescriptions, quicker wait times (same day or next day), visits are no cost for the PPO plan and only $15 on
• Dental insurance
• 100% company paid Short and Long Term Disability Insurances
• 100% company paid Vision Insurance
• 100% company paid Life (AD&D) Insurance up to $50k
• Option to choose supplemental insurance coverage plans
• 401K with matching (100% up to 3% and 50% up to 4%)
• Access to our discount platform Benefit Hub
• We host employee and family events such as Kings Island at Christmas, our annual employee day in Fall, as well as other fun activities throughout the year

Workplace Safety Guidelines

• Comply with all company safety policies, procedures, and PPE requirements, especially when entering production areas.
• Participate in required safety and compliance training relevant to office and production adjacent work.
• Follow safe travel practices in operational areas, including staying within designated walkways and observing posted warnings.
• Immediately report observed unsafe conditions, equipment issues, or incidents in office or production areas.
• Maintain an ergonomic, organized, and hazard free workspace to support safe and efficient operations.
• Secure confidential and sensitive documents in accordance with company policy