Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Job Description

The Accounts Payable Specialist manages the full invoice-to-payment cycle in a global, team-oriented environment. This role focuses on accurate and timely processing of vendor invoices, three-way and two-way match, vendor account reconciliation, and resolution of discrepancies related to invoices, returns, shipments, and debits. The specialist collaborates closely with warehouses, buyers, vendors, and a global accounting team, while maintaining strong documentation and ensuring compliance with company policies and accounting standards.

Responsibilities

• Process vendor invoices accurately and on time using AP automation tools, including validating invoice details, matching to purchase orders and receipts, coding to the correct general ledger accounts, and ensuring adherence to payment terms and company policies.
• Perform three-way and two-way match for invoices, purchase orders, and receipts to ensure accuracy before payment.
• Conduct monthly reviews and reconciliations of vendor statements to maintain accurate account records and promptly resolve discrepancies.
• Maintain positive, professional relationships with vendors by addressing questions, resolving issues, and keeping accounts current.
• Communicate regularly with buyers, warehouses, and vendors to resolve issues related to invoices, returns, shipments, and payments.
• Collaborate closely with global accounting team members, including offshore stakeholders, to support consistent and accurate accounts payable processes across regions.
• Investigate and resolve discrepancies related to vendor invoices, unvouchered receipts, and debit memos by coordinating with relevant internal and external parties.
• Process and track returns, shipments, and debit memos to ensure accurate financial records and vendor account balances.
• Maintain thorough and organized documentation of all accounts payable transactions and communications for audit and reference purposes.
• Ensure all accounts payable activities comply with internal policies, accounting standards, and established procedures.
• Utilize ERP and Microsoft Excel (including filters, sorting, and VLOOKUPs) to manage data, support reporting, and perform daily AP tasks.
• Handle high volumes of invoices and transactions while maintaining accuracy, organization, and adherence to deadlines.
• Prioritize and manage multiple tasks effectively, working independently while seeking clarification when needed.
• Contribute to continuous improvement by leveraging AP automation systems and suggesting process enhancements where appropriate.

Essential Skills

• 6 months to 2 years of experience in an accounting-related role, preferably with exposure to accounts payable processes.
• 6 months to 2 years of experience using Microsoft Excel to perform job duties, including basic functions such as filters, sorting, and VLOOKUPs.
• Hands-on experience with an ERP system, ideally in a manufacturing or distribution environment.
• Foundational knowledge of accounts payable processes, including invoice processing, three-way and two-way match, purchase order and payable workflows, and reconciliation.
• Ability to perform accurate data entry and handle invoice processing at scale.
• Proficiency with Microsoft Office, particularly Excel, for managing and analyzing financial data.
• High school diploma or GED.
• Strong attention to detail with a focus on accuracy and completeness in financial records.
• Ability to multitask and manage a high volume of work while meeting deadlines.
• Strong organizational and prioritization skills, with the ability to work independently and stay self-driven.
• Effective verbal and written communication skills to interact with vendors, internal stakeholders, and global team members.
• Comfort asking questions, seeking clarification, and collaborating to resolve issues.
• Demonstrated problem-solving skills and the ability to investigate and resolve discrepancies.
• Willingness to learn and adapt to new systems, processes, and technologies quickly.

Additional Skills & Qualifications

• Familiarity with international business transactions or foreign currency.
• Experience with AP automation systems and tools.
• Experience working within a global or multi-region organization.
• Exposure to NetSuite or similar ERP platforms.
• College education in accounting, finance, business, or a related field.
• Experience in finance, reconciliation, and general accounting tasks.
• Manufacturing, supply chain, or distribution environment.
• Ability to work effectively with remote and offshore team members.
• Interest in working within a business that supports sustainability and efficient use of inventory through redistribution of excess and hard-to-source components.

Work Environment

This is a full-time, onsite role in a professional office environment, working Monday through Friday from 8:00 a.m. to 5:00 p.m. After approximately six months to one year of service, and based on performance, there is potential to work from home one day per week under a hybrid policy. You will be part of an accounting team of about five people, collaborating regularly with remote and offshore stakeholders in a global organization. The company operates within the electronics supply chain and distribution space, offering exposure to international markets across North America, Europe, and Asia while maintaining a close-knit, team-oriented culture. The environment emphasizes collaboration, ownership, clear communication, and long-term employee growth, providing stability and the opportunity to make a visible impact. Standard office technology, ERP systems, AP automation tools, and Microsoft Office (especially Excel) are used daily. The dress code aligns with a typical professional office setting.M

This is a Contract to Hire position based out of Rockford, IL.

The pay range for this position is $18.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Rockford,IL.

This position is anticipated to close on Jul 10, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.