The Accounts Payable Specialist is responsible for managing the entire accounts payable process, ensuring timely and accurate payments of invoices. This role involves processing a high volume of transactions, reconciling vendor accounts, resolving discrepancies, and working closely with internal departments & external vendors to ensure smooth financial operations; as such, our ideal candidate will possess strong problem-solving skills, with keen attention to detail & thoroughness.

The responsibilities and duties of this position described here are representative; this is not a comprehensive list, and other duties may be assigned.

Invoice Processing

• Review, verify, and enter vendor invoices into the accounting system, ensuring correct coding to general ledger accounts and cost centers.
• Match purchase orders and receiving reports to invoices to ensure accuracy.
• Obtain necessary approvals for payments and resolve any discrepancies between purchase orders, invoices, and receipts.

Vendor Management

• Maintain and update vendor records, including W-9 forms, payment terms, and banking information for ACH payments.
• Respond to vendor inquiries and reconcile vendor statements.
• Establish and maintain good relationships with vendors, ensuring prompt payment and issue resolution.

Payments and Reconciliation

• Prepare and process payments, including checks, ACH, and wire transfers, ensuring all payment deadlines are met.
• Reconcile accounts payable subledger to the general ledger on a monthly basis.
• Monitor and resolve discrepancies in accounts payable records.

Expense Reporting

• Review and process employee expense reports in compliance with company policies.
• Ensure appropriate approvals and documentation are included before reimbursement.

Reporting and Compliance

• Assist in month-end closing, ensuring all invoices and payments are processed accurately and timely.
• Prepare accounts payable aging reports and assist in cash flow forecasting.
• Assist with annual audits, providing documentation and support as needed.
• Ensure compliance with company policies, accounting regulations, and tax requirements (e.g., 1099 filings).