Senior Accounts Payable

ROLE OVERVIEW 
The Accounts Payable Specialist is responsible for the accurate and timely review, processing, and payment of vendor invoices while ensuring compliance with company policies, financial controls, accounting standards, and tax regulations. This role reports to the Accounting Director and collaborates with Purchasing, Receiving, Operations, and Accounting to validate transactions, maintain vendor records, monitor sales tax treatment, and support domestic and international supplier reporting requirements. The position plays a critical role in protecting company assets, maintaining strong vendor relationships through timely payment, and ensuring financial reporting accuracy. 

KEY RESPONSIBILITIES 

Invoice Processing and Payment Administration 

• Review and process vendor invoices in the ERP, currently Ramp, for accuracy, completeness, proper approvals, and coding to the appropriate department, cost center, project number and general ledger account. 

• Perform three-way matching of purchase orders, receiving documentation, and vendor invoices. 

• Collaborate with procurement and / or operations personnel to investigate and resolve invoice discrepancies, pricing variances, quantity differences, sales tax, shipping charges, penalty charges, and payment disputes. 

• Schedule and process payments through check, ACH, wire transfer, credit card, or other approved payment methods. 

• Process vendor credits and rebates. 

• Collaborate with procurement to monitor vendor payment terms and maximize available discounts while ensuring timely payments. 

• Reconcile vendor statements and resolve outstanding balances. 

• Review company credit card purchases for compliance with the company’s travel and procurement policies. 

• Review travel and meal reimbursement requests paid for by company / personal credit cards or cash. 
   

Sales Tax Compliance 

• Review invoices to ensure vendors do not charge sales tax on qualifying raw materials, components, and supplies purchased for incorporation into products for resale. 

• Collaborate with Procurement to obtain and maintain sales tax exemption certificates and provide documentation to suppliers as needed. 

• Identify and investigate incorrect sales tax charges and work with Procurement and / or vendors to obtain credits or refunds. 

• Partner with Accounting and Tax teams to ensure proper sales and use tax treatment of purchases. An example of acceptable tax is for the purchase of capital equipment. 

• Review purchases for potential use tax obligations when sales tax is not properly assessed. 

• Collaborate with third party vendor with sales tax reporting when required. 
   

Vendor Management and Compliance 

• Establish and maintain accurate vendor master data, including payment terms, tax classification and ACH and check payment information. 

• Collect, review, and maintain vendor tax forms, including W-9s and applicable international documentation. 

• Identify vendors requiring Form 1099 reporting and ensure payments are accurately tracked. Complete 1099 reporting to applicable vendors immediately after calendar year-end. 

• Support compliance reviews for Canadian and Mexican suppliers, including collection and maintenance of applicable tax documentation. 

• Monitor vendor records to ensure regulatory and company compliance requirements are met. 

• Assist in preventing duplicate payments, fraudulent invoices, and unauthorized vendor changes. 
   

Month-End and Audit Support 

• Collaborate with Accounting to prepare accounts payable accruals and assist with month-end closing activities. 

• Prepare and review an accounts payable aging report from the subledger and reconcile to the general ledger balance at month-end. Research and resolve variances. 

• Provide documentation and support during internal and external audits. 

• Prepare reports and analyses related to accounts payable activity, vendor spending, and outstanding liabilities. 

• Maintain accounts payable records in accordance with company policies and audit requirements. 
   

Process Improvement 

• Identify opportunities to improve accounts payable workflows, controls, automation, and efficiency. 

• Assist with ERP system enhancements, testing, and implementation projects. 

• Develop and maintain standard operating procedures related to accounts payable processes. 

QUALIFICATIONS 
Required Qualifications 

• Associates degree in Accounting 

• Strong understanding of accounts payable principles and internal controls. 

• Knowledge of invoice matching, payment processing, and vendor reconciliation procedures. 

• Minimum of three years of accounts payable experience, in a manufacturing, distribution, and multi-state business environment. 

• Experience processing high volumes of invoices and vendor payments. 

• Strong communication skills. 

• Proficiency with accounting software, Microsoft Excel, Microsoft Teams, Microsoft Office and ERP systems 

• Ability to identify vendors subject to 1099 reporting requirements. 

• Understanding of IRS Forms 1099-NEC, 1099-MISC, W-8 series forms, and related supplier compliance requirements. 

• Strong attention to detail and organizational skills 

• Ability to work effectively with vendors and cross-functional teams 

• Ability to handle confidential financial information with discretion. 

• Ability to work independently and meet deadlines 
   

Preferred Qualifications 

• Bachelor's degree in Accounting or Finance 

• Experience with RAMP or advanced purchase to pay and other accounting systems 
   

WORKING ARRANGEMENTS 

This is an office-based at our Headquarters in Buffalo, NY