AP Specialist

About the role

Vaco is hiring for an AP Specialist in Jacksonville, Florida. This is a direct hire opportunity that is fully onsite.

Position Summary

Our client is seeking an experienced Accounts Payable Specialist to support the Finance team by managing the full-cycle accounts payable process while assisting with accounting administration, vendor management, compliance activities, and process improvement initiatives. This position plays an important role in maintaining accurate financial records, ensuring timely vendor payments, and supporting continuous improvements within the accounting function.

Essential Functions & Responsibilities

• Manage the full-cycle accounts payable process from invoice receipt through payment.
• Review vendor invoices for accuracy, completeness, appropriate coding, and required approvals.
• Match invoices with purchase orders and supporting documentation, as applicable.
• Process vendor payments via check, ACH, wire transfer, and other electronic payment methods.
• Maintain vendor records, including tax documentation and payment information.
• Resolve vendor inquiries and payment discrepancies professionally and promptly.
• Review and process employee expense reports in accordance with company policies.
• Prepare recurring sales tax filings and assist with other routine compliance activities.
• Support insurance renewals, audits, and related documentation.
• Maintain business licenses, permits, registrations, and other corporate compliance records.
• Organize and maintain accounting and compliance documentation.
• Identify opportunities to improve accounts payable processes and internal controls.
• Afford assistance with documenting accounting procedures and best practices.
• Support ERP enhancements, workflow improvements, and automation initiatives.
• Participate in special accounting projects as assigned.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field preferred.
• Three or more years of progressive accounts payable or accounting experience.
• Experience managing the full-cycle accounts payable process.
• Experience with sales tax filings or similar compliance responsibilities preferred.
• Construction, manufacturing, distribution, or project-based accounting experience is a plus.
• Experience using Sage 100 or a comparable ERP system preferred.
• Proficiency with Microsoft Excel and Microsoft Office applications.

Knowledge, Skills & Abilities

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Strong analytical and problem-solving abilities.
• Professional judgment and discretion when handling confidential financial information.
• Self-motivated with the ability to work independently and collaboratively.
• Continuous improvement mindset with a desire to enhance processes and operational efficiency.

Why Join This Opportunity?

This is an excellent opportunity for an accounting professional who enjoys more than routine invoice processing. The organization is investing in improving its accounting processes and systems, providing the opportunity to contribute to workflow enhancements, automation initiatives, and operational improvements while working as part of a collaborative finance team.

Additional Disclaimer

Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com .

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR and UK GDPR may access our policies here. Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.