Accounts Payable Specialist

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle, maintaining accurate financial records within QuickBooks, processing vendor payments, and ensuring compliance with company policies and accounting procedures. This position also oversees the review, reconciliation, and coding of company credit card transactions to ensure expenses are properly documented and recorded.

• Process vendor invoices accurately and timely within QuickBooks.
  
• Match invoices to purchase orders, contracts, and receiving documentation when applicable.
  
• Verify proper approvals and account coding prior to payment processing.
  
• Prepare and process weekly check runs, ACH payments, and wire transfers.
  
• Maintain vendor files, including W-9 documentation and payment information.
  
• Reconcile vendor statements and resolve invoice discrepancies.
  
• Monitor accounts payable aging and ensure timely payment of obligations.
  
• Respond to vendor inquiries regarding payment status and account balances.
  
• Assist with month-end close activities related to accounts payable.
  
• Support annual audits by providing required documentation and schedules.
  
• Track and manage recurring invoices and payment schedules.
  

• Review company credit card transactions for accuracy, proper coding, and compliance with company policies.
  
• Reconcile monthly credit card statements and investigate discrepancies.
  
• Ensure supporting receipts and documentation are submitted for all credit card transactions.
  
• Follow up with employees regarding missing receipts, improper charges, or coding questions.
  
• Allocate expenses to the appropriate general ledger accounts, departments, projects, or cost centers.
  
• Identify unauthorized, duplicate, or non-compliant expenditures and escalate concerns as needed.
  
• Prepare monthly credit card reconciliation reports for management review.
  

• Maintain accurate and complete financial records in QuickBooks.
  
• Assist in preparing accounts payable and expense reports.
  
• Support budget tracking through accurate expense categorization.
  
• Ensure compliance with company accounting policies and internal controls.
  
• Maintain confidentiality of financial information and vendor data.
  

• Associate's degree in Accounting, Finance, Business Administration, or related field preferred.
  
• 2-5 years of accounts payable or accounting experience.
  
• Experience using QuickBooks required.
  
• Experience managing corporate credit card programs and reconciliations is a plus.
  
• Construction, healthcare, or service-industry accounting experience is a plus.
  
• QuickBooks Certification is a plus
  

• Strong understanding of accounts payable processes and accounting principles.
  
• Proficiency in QuickBooks and Microsoft Excel.
  
• Ability to reconcile accounts and investigate discrepancies.
  
• Strong attention to detail and organizational skills.
  
• Ability to manage multiple priorities and meet deadlines.
  
• Excellent written and verbal communication skills.
  
• Ability to maintain strict confidentiality.
  
• Strong analytical and problem-solving skills.
  

• Invoice processing accuracy rate of 99%+.
  
• Timely completion of payment cycles.
  
• Credit card reconciliations completed by established monthly deadlines.
  
• Minimal aged vendor balances due to processing delays.
  
• Prompt resolution of vendor and employee inquiries.
  
• Accurate general ledger coding and expense allocation.
  

• Prolonged periods of sitting and computer work.
  
• Ability to occasionally lift up to 20 pounds.
  
• Ability to perform repetitive data entry functions.
  
• At least one in office day per week (for Check/Invoice pick up) 
  

Reports to: Finance Supervisor / Accounting Manager