AP Specialist

Job Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of company invoices and payments and for maintaining complete and accurate accounts payable records. This position coordinates invoice review and approval, processes vendor and purchase order invoices, resolves payment discrepancies, supports month-end and year-end activities, and maintains vendor and tax documentation.

The Accounts Payable Specialist also supports process improvements, departmental projects and initiatives designed to improve efficiency, controls, and payment methods.

Essential Duties

Process accounts payable invoices, including purchase order and non-purchase order invoices, accurately and in a timely manner. Coordinate invoice routing and approvals and follow up on outstanding approvals as necessary. Prepare and process cash disbursements in accordance with company policies and established approval requirements.

Maintain vendor records, including vendor setup and required supporting documentation. Maintain W-9 documentation and support preparation and issuance of annual 1099 forms. Complete vendor credit applications and coordinate required approvals. Reconcile accounts payable transactions and research and resolve invoice, purchase order, receiving, and payment discrepancies.

Respond to vendor inquiries and work with internal departments to resolve outstanding payment issues. Monitor accounts payable aging and assist with payment prioritization and cash flow planning. Process and reconcile freight, intercompany, and multi-currency invoices, as applicable. Prepare supporting documentation for sales and use tax reporting and maintain familiarity with requirements in jurisdictions in which the company operates.

Maintain complete, accurate, and organized accounts payable records and supporting documentation. Support month-end and year-end closing activities, including reconciliations, reports, accrual support, and audit documentation. Assist internal and external auditors by providing requested accounts payable records and supporting documentation.

Ensure accounts payable activities are performed in accordance with company policies, established internal controls, accounting requirements, and applicable regulatory requirements. Support implementation and ongoing administration of ACH and other electronic payment capabilities. Identify and support opportunities to streamline accounts payable processes, strengthen controls, reduce manual activity, and improve departmental efficiency.

Knowledge, Skills and Abilities: Working knowledge of accounts payable principles, practices, and internal controls. Strong attention to detail and a high degree of accuracy. Ability to reconcile transactions, identify discrepancies, research issues, and drive them to resolution. Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

Effective written and verbal communication skills. Ability to work collaboratively with vendors and employees across multiple departments. Sound judgment when handling sensitive financial and proprietary business information. Proficiency with Microsoft Excel, Word, Outlook, and related business applications. Ability to learn and effectively use ERP ( Deltek , Costpoint) , electronic payment, document-management, and other financial systems.

Dependable, accountable, and able to work independently with appropriate follow-through. Continuous-improvement mindset with a willingness to identify and recommend more efficient ways of working.

Education and Experience

High school diploma, GED, or equivalent required. Associate degree in accounting, finance, business administration, or a related field preferred. Minimum two years progressive accounts payable or related accounting experience required. Experience processing a high volume of invoices and payments preferred. Experience with freight invoices preferred.

Experience with multi-currency and intercompany transactions preferred. Experience with Deltek Costpoint or a comparable ERP system preferred. Proficiency in Microsoft Excel and other Microsoft 365 applications required . Strong interpersonal, written communication, and customer-service skills. American With Disabilities Specifications – General Requirements of Employment Physical Demands: This position primarily involves work performed in an office environment and requires the ability to remain in a stationary position for extended periods, operate a computer and other office equipment, communicate effectively, and occasionally move or transport office materials weighing up to 25 pounds.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Work Environment: This position is performed in a hybrid work environment, with responsibilities carried out both remotely and at the Company’s office. The employee must maintain an appropriate remote workspace and have the ability to perform assigned duties effectively in both settings.

Regular onsite presence is required based on business needs, meetings, training, and other job responsibilities. The employee may occasionally enter operational, warehouse, or manufacturing areas and must follow applicable safety requirements when doing so. The noise level in the general office and remote work environments is typically moderate.

Hybrid work arrangements are subject to Company policy and business requirements and may be modified as operational needs change.