AP Specialist

AP Specialist 10948
Job Description
Position Summary
We are seeking a detail-oriented Accounts Payable Analyst / Staff Accountant to manage the full-cycle accounts payable process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. This role requires strong knowledge of internal controls, vendor compliance (W-9/TIN matching, COI tracking), and advanced Excel skills to support accurate, timely, and compliant AP operations.
Key Responsibilities
Vendor Master & Compliance

• Set up, maintain, and periodically audit vendor master records
• Collect and validate W-9 forms; perform IRS TIN matching before vendor activation
• Track Certificates of Insurance (COI); monitor expirations and drive renewals
• Support accurate 1099 classification and year-end filing

Invoice Processing & 3-Way Matching (PO / Receipt / Invoice)

• Match invoices to PO and receiving documentation before payment release
• Research and resolve price/quantity/terms discrepancies
• Code invoices to correct GL accounts and cost centers

Payments

• Prepare payment runs (check, ACH, wire) within approval workflow

Corporate Credit Card Program

• Monthly transaction coding and receipt collection
• Statement reconciliation and policy-exception follow-up

Internal Controls

• Support audit requests with documentation
• Maintain AP SOPs

Technical Skills
Job-specific knowledge and functional proficiencies required to execute the responsibilities above.

Skill

Applied To

Vendor master data management

Vendor onboarding, record accuracy, deactivation

W-9 collection & IRS TIN matching

Vendor activation, tax compliance

COI tracking & compliance monitoring

Vendor risk management

1099 classification & year-end filing support

Tax reporting accuracy

3-way match (PO / Receipt / Invoice)

Payment accuracy, fraud prevention

GL coding & cost center allocation

Financial reporting accuracy

AP payment processing (check / ACH / wire)

Payment execution

Corporate credit card reconciliation

Spend management, GL close

Internal controls & segregation of duties

Risk mitigation, audit readiness

Audit support & SOP documentation

Compliance, process consistency

Excel (intermediate–advanced: VLOOKUP/XLOOKUP, pivot tables, SUMIFS)

Reconciliations, data analysis

ERP / AP systems

Daily transaction processing

Soft Skills
Behavioral and interpersonal competencies that support success in this role.

Skill

Why It Matters

Attention to detail

Catches discrepancies before they become payment errors

Integrity & trustworthiness

Handles sensitive vendor, banking, and payment data

Organization & time management

Manages high invoice volume and compliance deadlines

Vendor relationship management

Resolves disputes without damaging vendor relationships

Cross-functional communication

Coordinates with purchasing, receiving, budget owners

Diplomacy / tact

Enforces policy with cardholders/requesters without friction

Analytical thinking

Traces discrepancies to root cause

Sound judgment / ethical decision-making

Flags fraud risk or unusual vendor requests

Adaptability

Adjust to process/system changes and shifting priorities

Reliability & accountability

Owns deadlines with minimal oversight

Discretion & confidentiality

Protects TIN, banking, and financial data

Composure under pressure

Maintains accuracy during close/audit crunch periods

Qualifications
Required

• Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience)
• 2+ years of accounts payable or staff accounting experience
• Hands-on experience with vendor master data management
• Working knowledge of W-9 collection and IRS TIN matching processes
• Experience with 3-way match (PO, receipt, invoice) processes
• Intermediate Excel skills
• Understanding of internal control principles related to AP/procurement

Preferred

• Experience managing Certificates of Insurance (COI) tracking/compliance
• Corporate credit card program administration experience
• Familiarity with ERP/AP systems
• Experience supporting internal or external audits
• Knowledge of 1099 filing requirements

Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We’ve been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the “Best Places to Work” multiple times. Thomas Edwards Group also made the Inc. 5000 list in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals.