The Accounts Payable Specialist is responsible for managing the day-to-day activities of the Accounts Payable function. This includes processing invoices, reconciling accounts, maintaining vendor relationships, and ensuring compliance with company policies and accounting standards. The role involves handling complex payment issues, providing support for financial audits, and contributing to the efficient operation of the finance department.
Key Responsibilities:

1. Invoice Processing:
   
   • Review, code, and process invoices for payment in a timely and accurate manner.
   • Ensure invoices are matched with purchase orders and receiving reports for proper documentation.
   • Verify accuracy of accounts and amounts on invoices before processing payments.
   • Prepare and maintain payment schedules to ensure timely payments.
2. Vendor Management:
   
   • Communicate with vendors regarding billing inquiries, payment status, and account discrepancies.
   • Establish and maintain positive working relationships with vendors.
   • Resolve any issues related to vendor payments, including discrepancies or disputes.
3. Reconciliation:
   
   • Perform monthly and quarterly account reconciliations for accounts payable to ensure all transactions are accounted for and accurate.
   • Assist with the preparation of month-end and year-end closing of financial records.
   • Prepare and review financial reports related to accounts payable.
4. Compliance and Documentation:
   
   • Ensure adherence to company policies and internal controls regarding accounts payable processes.
   • Ensure proper documentation is obtained for all payments, including approval signatures, tax forms, and other relevant information.
   • Assist with audits by providing necessary documentation and responding to auditor inquiries.
5. Payment Processing:
   
   • Process payments through various methods, including checks, wire transfers, and ACH payments.
   • Monitor accounts for outstanding payables and ensure accurate and timely payment of all liabilities.
   • Manage and maintain accurate records of payments made to vendors.
6. Data Management and Reporting:
   
   • Maintain accurate and organized accounts payable records in the company's accounting software.
   • Assist in generating reports, including vendor aging, cash flow forecasting, and outstanding payables.
   • Perform regular updates to the vendor master file to ensure contact information and payment terms are accurate.
7. Process Improvement:
   
   • Assist in identifying opportunities for improving the efficiency and accuracy of accounts payable processes.
   • Implement best practices in accounts payable procedures and recommend enhancements to improve workflow.
8. Team Leadership and Training:
   
   • Provide guidance and support to junior accounts payable staff, assisting with more complex inquiries or issues.
   • Assist in the training of new team members on accounts payable processes and systems.
   • Provide backup support for other finance team functions when needed.

• Education:
  
  • Bachelor's degree in Accounting, Finance, or related field (preferred).
  • Relevant certifications (e.g., AP Certification) are a plus.
• Experience:
  
  • Minimum of 5 years of experience in accounts payable or a similar finance role.
  • Strong knowledge of accounting principles, accounts payable processes, and financial regulations.
  • Experience with accounting software and ERP systems (e.g., SAP, Oracle, QuickBooks, etc.).
  • Experience in managing vendor relationships and resolving payment discrepancies.
• Skills:
  
  • Strong attention to detail and high level of accuracy in processing financial transactions.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • Proficient in Microsoft Excel and other office software.
  • Strong organizational skills and the ability to manage multiple tasks and deadlines.

• Ability to maintain confidentiality and handle sensitive financial information.
• Demonstrated problem-solving skills and ability to address complex financial issues.
• Ability to adapt in a fast-paced and evolving work environment.