Accounts Payable Specialist

The Accounts Payable Specialist will be responsible for managing the company’s accounts payable processes, including processing invoices, verifying payment accuracy, and maintaining vendor records. This role will ensure timely and accurate payments, resolve discrepancies, and collaborate with internal teams to support efficient financial operations.

Responsibilities:

• Review invoices thoroughly to ensure proper documentation and approvals before processing payments.
• Process check requests efficiently and accurately.
• Audit and process credit card bills to ensure proper charges.
• Match invoices to checks, obtain necessary signatures, and distribute checks accordingly.
• Reconcile checks with invoices, mail checks, and file backup copies for future reference.
• Pay all produce and non-produce bills in a timely manner to maintain a positive vendor relationship.
• Proactively follow up with vendors for missing invoices to avoid delays.
• Ensure all bills are paid on time to avoid late fees and penalties.
• Research and resolve discrepancies between invoices and vendor statements.
• Process international vendor payments and wire transfers.
• Apply credits to invoices only when necessary, such as overpayments.
• Deduct payments for returned and unaccepted products.
• Collaborate closely with the purchasing department to ensure seamless communication and accurate processing.
• Print all checks every Friday for timely disbursement.
• Organize and store paid invoices securely on a regular basis.
• Respond to vendor inquiries regarding payments and account status in a professional and timely manner.
• Reconcile vendor statements, identify and correct any discrepancies.
• Assist with month-end closing procedures to ensure financial accuracy.
• Maintain all accounts payable files and documentation meticulously in accordance with company policies and accounting standards.
• Assist with other projects as assigned to contribute to the overall efficiency of the department.
• Ensure all payments are made to the correct company and address.
• Route invoices to department managers for approval as part of the standard workflow.
• Be prepared to take on additional duties as needed to support the team.

Requirements:

• High school diploma or GED; a bachelor's degree in accounting or a related field is preferred.
• 2+ years of experience in accounts payable or a similar role.
• Strong work ethic and a commitment to accuracy and efficiency.
• Ability to follow established filing procedures and maintain organized records.
• Excellent problem-solving skills with a strong foundation in basic accounting principles.
• Meticulous attention to detail and the ability to research and resolve discrepancies effectively.
• Strong data analysis and multitasking skills to manage multiple tasks simultaneously.
• Proficiency in performing mathematical calculations accurately and efficiently.
• Familiarity with various collection techniques (a plus).
• Working knowledge of Microsoft Office Suite applications.
• Excellent communication and interpersonal skills to interact professionally with vendors and colleagues.