Accounts Payable Specialist

The AP Specialist plays a key role in maintaining positive relationships with vendors and ensuring compliance with company policies and procedures.

Key Responsibilities:

Invoice Processing:

Review, verify, and process invoices from vendors, ensuring accuracy in amounts, terms, and proper coding.

Match invoices to purchase orders or contracts and resolve any discrepancies between the invoice and purchase order.

Process and prepare payments for vendors, including checks, ACH, and wire transfers.

Vendor Management:

Communicate with vendors to resolve issues such as overcharges, discrepancies, or missing information.

Maintain accurate records of vendor information and ensure the integrity of the vendor database.

Develop and maintain strong working relationships with key vendors.

Accounts Payable Ledger:

Post transactions to the general ledger (GL) and ensure accurate coding for expense tracking.

Ensure all accounts payable transactions are recorded in accordance with company policies and generally accepted accounting principles (GAAP).

Monitor the accounts payable aging report to ensure all outstanding liabilities are cleared in a timely manner.

Reconciliation:

Reconcile vendor statements and accounts payable balances to ensure all invoices are paid and recorded correctly.

Work with the accounting team to resolve any discrepancies and assist in month-end and year-end closing processes.

Payment Scheduling:

Ensure that all payments are made according to the company’s payment schedule.

Prepare weekly or bi-weekly cash flow reports to ensure that payments align with available cash.

Reporting & Documentation:

Assist in the preparation of financial reports related to accounts payable activity, such as cash flow, AP aging, and accruals.

Maintain organized and accurate records for audit purposes.

Compliance & Process Improvement:

Ensure compliance with internal controls, policies, and procedures.

Assist with process improvements and recommendations to streamline the accounts payable process.

Stay current on changes in accounting regulations and best practices for accounts payable processes.

Skills & Qualifications:

Education:

Account Reconciliation, Accounts Payable (AP), Accounts Receivable (AR), Bank Reconciliations, Bookkeeping, Data Entry, Microsoft Excel, Month End Close, Payroll, QuickBooks