AP Specialist

POSITION SUMMARY

The Accounts Payable Specialist will provide financial, administrative, and clerical support to the organization with a primary focus on managing the full accounts payable cycle. This role is responsible for processing invoices, ensuring timely and accurate payments to vendors, maintaining vendor records, and supporting strong vendor relationships.

The ideal candidate will demonstrate strong analytical and problem-solving skills and possess a working knowledge of annual tax reporting requirements to support compliance with federal regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

(Other duties may be assigned and are not limited to the following)

• Manage full-cycle accounts payable processing, including invoice verification, coding, and payment processing.
• Ensure timely and accurate vendor payments in compliance with company policies and procedures.
• Maintain vendor records, including onboarding and updates, and resolve invoice discrepancies in a professional and timely manner.
• Reconcile vendor statements and investigate and resolve discrepancies.
• Audit expense reports and process reimbursements in accordance with company programs and policies.
• Prepare and maintain documentation required for 1099-MISC and 1099-NEC reporting, including vendor setup and annual tax form processing.
• Support month-end and year-end closing activities related to accounts payable, including accruals and reporting as needed.
• Monitor accounts payable aging and ensure timely processing and resolution of outstanding items.
• Analyze accounts payable data to identify discrepancies, trends, and opportunities for process improvement.
• Assist with other accounting or finance-related tasks, including limited support of accounts receivable activities, as needed.

QUALIFICATIONS AND EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and/or preferred skills listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or equivalent; Associate’s degree in Accounting, Finance, or related field preferred.
• At least 2 years of experience in accounts payable or a similar finance role.
• Proficiency with accounting software and Microsoft Office applications, especially Excel.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Experience with ERP systems (EAM, SunSystems, Infor, or similar platforms) preferred

OTHER SKILLS AND ABILITIES:

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
• Strong organizational skills with a high level of attention to detail.
• Demonstrates strong ethical standards and professionalism.
• Ability to maintain composure under pressure and handle sensitive information confidentially.
• Excellent written and verbal communication skills to interact professionally with internal and external stakeholders.
• Strong customer service mindset and ability to build effective working relationships.
• Ability to work independently and collaboratively within a team environment.
• Must be able to read, write, and speak the English language
• Must have a valid driver’s license.
• Must be legally authorized to work in the United States.