Accounts Payable

I.                    POSITION SUMMARY

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, payments, and related records. This role ensures vendor obligations are properly recorded, reviewed, approved, and paid in accordance with company policies and internal controls.

 

The position requires strong attention to detail, the ability to manage a high volume of transactions, and experience working within an ERP system. The AP Specialist works closely with internal departments and external vendors to resolve discrepancies and maintain accurate accounts payable records.

 

II.                  POSITION QUALIFICATIONS AND ESSENTIAL JOB FUNCTIONS

Accounts Payable Responsibilities:

•Process vendor invoices accurately and timely, including matching invoices to purchase orders and receiving documentation where applicable

• Enter, code, and post invoices and credit memos in the accounting system (Microsoft Dynamics 365 Business Central and/or QuickBooks)

• Prepare and process weekly vendor payments via check, ACH, and wire transfer

• Apply vendor payments and maintain accurate vendor ledgers

• Monitor AP aging and follow up on outstanding or disputed invoices

• Maintain vendor files including W-9s, payment terms, and banking information

                   Reconciliations & Controls:

·         Reconcile vendor statements and resolve discrepancies

•     Assist with month-end close activities related to accounts payable, including AP reconciliation

•     Ensure transactions comply with internal controls and accounting policies

•     Support audits by providing AP documentation and schedules as requested

Communication & Support:

·         Serve as a primary point of contact for vendor inquiries regarding invoices and payments

•    Coordinate with internal departments to resolve invoice discrepancies and approval issues

•    Work closely with the accounting and finance team to support accurate financial reporting

Knowledge and Experience: 

·         Proven experience in an Accounts Payable role

•     Familiarity with ERP systems; Microsoft Dynamics Business Central, QuickBooks strongly preferred

•     Proficiency in Microsoft Excel and other MS Office applications

•     Strong attention to detail and accuracy

•     Ability to manage deadlines and prioritize multiple tasks

•     Strong organizational and communication skills

•     Associate’s degree in Accounting, Finance, or related field preferred (or equivalent experience)

III.                BEHAVIORAL REQUIREMENTS

Accuracy, adherence to procedures and internal controls, communication, customer service, confidentiality, and teamwork