Accounts Payable Specialist

SUMMARY

The Accounts Payable position is responsible for accurately processing, recording, reconciling, and maintaining vendor invoices and related financial documentation. This role supports timely and accurate accounts payable activities while ensuring proper documentation, coding, and compliance with company procedures.

ESSENTIAL FUNCTIONS

Include, but are not limited to, the following:

• Process accounts payable transactions using the company's ERP/accounting system.
• Receive, review, and organize vendor invoices, packing slips, purchase orders, and account statements.
• Verify invoice pricing, quantities, purchase order information, approvals, and supporting documentation.
• Enter vendor invoices accurately and apply appropriate general ledger (GL) coding.
• Review entries, calculations, account codes, and supporting documents for accuracy and completeness.
• Maintain organized and accurate accounts payable records and supporting documentation.
• Reconcile vendor statements to company records and identify outstanding or missing transactions.
• Research and resolve invoice discrepancies, pricing issues, duplicate invoices, missing documentation, and other payment-related concerns.
• Communicate with vendors and internal departments to resolve accounts payable questions and discrepancies.
• Assist with preparing documentation and information needed for payment processing.
• Support month-end and year-end accounting activities related to accounts payable as needed.
• Maintain confidentiality of company, employee, vendor, and financial information.
• Provide general clerical and administrative support to the Accounting department as needed.
• Follow established internal controls, accounting procedures, and company policies.
• Perform other duties as assigned by the CFO or management.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

QUALIFICATIONS

• High school diploma or equivalent required; additional education or coursework in accounting, finance, or business preferred.
• Previous accounts payable, accounting, bookkeeping, or related administrative experience preferred.
• Working knowledge of accounts payable processes and basic accounting principles.
• Experience with ERP/accounting software preferred; Syteline experience is a plus.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Strong data-entry and numerical skills with a high level of accuracy.
• Ability to review and reconcile financial information and identify discrepancies.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Effective written and verbal communication skills.
• Ability to work independently while contributing effectively within a team environment.
• Ability to maintain confidentiality when handling sensitive financial and business information.

CORE COMPETENCIES

Integrity in Action- Handles financial information responsibly, maintains confidentiality, follows established controls and procedures, and demonstrates honesty and accountability.

Focused on Team Success- Works collaboratively with Accounting, Purchasing, Operations, vendors, and other departments to resolve issues and support business needs.

Driven to Deliver- Completes accounts payable activities accurately and on time while effectively managing competing priorities and deadlines.

Consistent Progress- Looks for opportunities to improve accuracy, organization, efficiency, and accounts payable processes.

Professional Authenticity- Communicates clearly and professionally, takes ownership of responsibilities, and builds productive working relationships.

Additional competencies include:

• Strong attention to detail and accuracy.
• Organization and effective prioritization.
• Problem-solving and discrepancy resolution.
• Dependability and follow-through.
• Customer service and professional communication.
• Ability to work effectively with limited supervision.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

WORK ENVIRONMENT

This position primarily operates in a professional office environment within a manufacturing facility. The employee may occasionally enter production areas and may be exposed to manufacturing-related conditions, including noise, moving equipment, fumes, airborne particles, and other typical industrial conditions.

Required personal protective equipment (PPE) must be worn when entering designated production areas.

PHYSICAL DEMANDS

While performing the duties of this position, the employee is frequently required to sit, use a computer and other office equipment, communicate verbally, and use hands and fingers for typing and handling documents.

The employee is occasionally required to stand, walk, reach, bend, and lift or move materials weighing up to 25 pounds.

Specific vision abilities include close vision and the ability to review computer screens, financial records, invoices, and other detailed documentation.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

POSITION TYPE

Full-time

TRAVEL

Less than 10%

I also changed the work environment pretty significantly. The old version reads like this person spends their day working on the production floor around oil, moving machinery, chemicals, and loud noise, which doesn't really fit an Accounts Payable role. This version still appropriately recognizes that they're working within a manufacturing facility.