Accounts Payable Specialist
2 weeks ago
On-Site
Reports to: Controller
Non Exempt
About the Role
We are seeking a detail-oriented and dependable Accounts Payable Specialist to join our Accounting team. This role is responsible for processing vendor invoices, maintaining accurate financial records, managing payments, supporting inventory-related billing, and assisting with general office and administrative tasks. The ideal candidate is organized, proactive, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Accounts Payable Processing
- Review incoming vendor invoices for accuracy and proper documentation
- Match invoices to purchase orders or quotes
- Code invoices to correct GL accounts and obtain management approval when needed
- Enter invoices into the payables system accurately and on time
- Maintain vendor files (paper and electronic), including updating addresses, W-9s, COIs, and contact information
- Review vendor statements to identify missing invoices, past-due items, and discrepancies
- Process weekly vendor payments, including checks and ACH transactions
- Review outstanding invoices before payment and match invoices to payments
- Process weekly manual checks for customer refunds; verify information and communicate discrepancies with managers
- Apply vendor credits against AR invoices in the billing system
- Adjust inventory costs when discounts or credits are issued
- Work with buying groups to ensure product receipts and invoices are received on time
- Review company credit card transactions for accuracy and update GL coding spreadsheets
- Maintain petty cash box, reconcile receipts, and verify cash weekly
- Assist with daily store transaction balancing, including comparing EPass reports to payment reports
- Prepare and post invoices and journal entries as assigned
- Assist with AR invoicing when needed
- Maintain and order office supplies for all locations
- Register company vehicles and maintain the vehicle tracking spreadsheet
- Maintain WEX fuel card accounts, including user/card updates and spreadsheets
- Maintain EZPass accounts, including updating plates and tracking usage
- Complete monthly Co-Op billing to vendors, providing details and ensuring timely payments
- Greet visitors and maintain building security
- Perform filing and general office tasks as assigned
- Competitive pay
- Health, Dental, and Disability Insurance
- Life Insurance
- 401(k) with company match
- Paid Time Off and Holidays
- Employee Discounts
- Prior accounts payable or accounting experience preferred
- Strong attention to detail and accuracy
- Ability to manage multiple priorities and meet deadlines
- Proficiency with accounting systems and Microsoft Excel
- Strong communication and problem-solving skills
- Ability to work independently and collaboratively
- Experience with multi-location operations is a plus
- Must be able to remain in a stationary position 50%
- Occasionally move about the office to access files, speak to other employees, and the supervisor
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Occasionally moves office supplies and equipment weighing 5-15 lbs.
Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
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