Accounts Payable Specialist is responsible for full-cycle Accounts Payable processing of vendor invoices, maintaining accurate financial records, ensuring timely payments and examining, verifying, and reconciling a variety of transactions. Responsible for ensuring all invoice submissions adhere to AP policies, procedures, and proper G/L coding. Handles daily processing and matching of invoices to purchase orders/packing slips and/or approvals into ERP system, JD Edwards. Maintains all associated AP files and file storage records (both paper and electronic).
ESSENTIAL JOB FUNCTIONS:
- Process high-volume vendor invoices with accuracy include proper coding, approvals and documentation.
- Prioritize and process, standard, 2-way and 3-way matching of purchase orders, receipts and invoices in accordance with company policy and procedures.
- Review and reconcile vendor statements. Research and resolve discrepancies.
- Prepare and process weekly check and ACH payment runs.
- Maintain vendor records, including W-9s, payment terms and banking information.
- Assist with month-end closing tasks and account reconciliations.
- Communicate with vendors and internal departments regarding invoice and payment inquiries.
- Ensure compliance with company policies, internal controls and applicable regulations.
- Support inventory and manufacturing accounting processes as needed.
- Maintain audit-ready records of email-based AP transactions (paper and electronic).
- Monitor and resolve open items on AP Aging reports greater than 90 days.
- Manage an issues log spreadsheet and lead bi-weekly meetings (via MS Teams) with Gallatin purchasing and warehouse staff to investigate and resolve problems associated with processing of invoices and purchase orders in a timely manner.
- Manage monthly recurring voucher log to ensure all contracts, rents, utilities, allowances, commissions, garnishments, and healthcare premiums are recorded in the proper periods each month.
- Monitor and manage the shared Accounts Payable email inbox on a daily basis.
OTHER JOB FUNCTIONS:
- Special projects and tasks may be necessary to support management decision making.
- Support audit requirements on a quarterly and annual basis.
- Perform other duties as assigned.
WORKING CONDITIONS/PHYSICAL DEMANDS:
- Position is hybrid, working from home and in an office environment and sitting at a desk for extended periods of time.
- Uses standard office equipment such as laptop computer, desktop phone and multi-function copier machines.
QUALIFICATIONS/ABILITIES:
- Proficient in Microsoft Excel, Word and 10-key by touch with strong speed and accuracy.
- Excellent soft skills with the ability to exercise good judgment and make decisions in a logical and rational manner.
- Excellent data entry skills with a high degree of accuracy.
- Organized with a strong sense of priority and commitment to deadlines.
- Must be familiar with working in inventory-intensive environment.
- Ability to handle confidential information in a discreet, professional manner.
- Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills.
- Ability to communicate effectively (written and verbally).
- Ability to interact with employees and vendors in a professional manner.
- Ability to work independently and with a team in a fast-paced and high-volume environment with a strong emphasis on accuracy and timeliness.
EXPERIENCE/EDUCATION:
- High School Diploma or equivalent required; some accounting college coursework preferred.
- Minimum of 3+ years of Accounts Payable in a structured AP environment, Accounting, or related financial experience required.
- Prior hands-on experience with Oracle or similar ERP systems for invoice processing, vendor maintenance, and payment transactions required.
- Prior hands-on experience using Accounts Payable automation software preferred.