Accounts Payable Support Specialist

POSITION PROFILE (Job Summary)

Responsible for providing comprehensive accounts payable support across multiple locations and vendor types. Key duties include maintaining the vendor master file, processing incoming AP mail, scanning and validating invoices in the imaging system, and reconciling vendor statements to ensure timely and accurate payments.

Essential Job Responsibilities AND Results

• Open, sort, and scan physical and electronic accounts payable mail into the imaging system.
• Verify the accuracy of information captured by the imaging system and make necessary corrections.
• Maintain and protect the integrity of the vendor master file:
  • Review new vendor packets for completeness and follow up with vendors to obtain missing documentation.
  • Verbally confirm and document all additions or changes to sensitive vendor data to prevent fraudulent activity.
  • Accurately enter vendor information into the accounting system.
  • Monitor and distribute emails from the accounts payable mailbox in a timely manner.
  • Deliver exceptional customer service to internal departments and external vendors.
  • Reconcile vendor statements and resolve discrepancies promptly.
  • Perform other related duties and special projects assigned. 

Qualifications (Education, Experience and Certifications)

• Two years accounts payable experience
• High school diploma or equivalent 
• Fluent in Spanish a plus

KNOWLEDGE, Skills And Abilities

• Strong attention to detail and high level of accuracy in data entry.
• Ability to follow established processes with consistency and precision.
• Excellent organizational and time management skills; able to prioritize tasks effectively in a deadline-driven environment.
• Prior experience with accounts payable systems; ability to identify issues and recommend practical, process-based solutions.
• Clear and professional verbal and written communication skills.
• Collaborative team player with a positive and proactive attitude.
• Proficient in Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience with document imaging systems is a plus. 

Typically works in an open-concept office environment with adequate lighting and ventilation and moderate temperature and noise level.   

The majority of the work involves standard physical effort

MANUAL DEXTERITY

Requires moderate use of a personal computer for word processing, spreadsheets, compiling reports, statistical data analysis and drafting memoranda and similar documents.

TOTE Resources, LLC is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce and taking affirmative action to employ and advance in employment qualified women, underrepresented groups, individuals with disabilities, and protected veterans.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability or status as a protected veteran. TOTE Resources is a drug-free employer and a participant of the E-Verify Employment Verification Program. 

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The salary range is $34,800-61,000 with an anticipated hiring rate of $50,000.  Pay will be based on several factors including the candidate's education, work experience, work location and specific job duties. 

As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days' vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offere an annual discretionary bonus (based on eligibility).