Accounts Payable Specialist

The Company:

Czarnowski is one of the four studios of the Czarnowski Collective. It combines operations, strategy, design, and fabrication to create exhibits and events that engage communities, generate brand enthusiasm, and educate consumers. It’s been over 75 years since we opened our doors, but we’re still not resting on our reputation or accolades. We’re wondering “what if...” anticipating what’s next and embracing our role within the Czarnowski Collective as forward-thinkers for forward-thinking brands.  

Joining the Czarnowski Collective means the opportunity to be more than a number, more than a job title, more than a spectator. We are a collective of dreamers and thinkers, doers, and makers…and we’re searching for more of the same to join the ranks.

The Purpose:

We’re looking for an Accounts Payable Specialist to join our growing team in Chicago! As an Accounts Payable Specialist, you’ll play an important role on our Accounting team in Chicago, helping ensure invoices are processed accurately, vendors are supported, and financial obligations are handled efficiently and on time.

You’ll take ownership of day-to-day AP activities, including processing purchase order and non-purchase order invoices, resolving discrepancies, maintaining vendor information, preparing payments, and supporting account reconciliations and employee expense inquiries. Your attention to detail, problem-solving skills, and ability to manage a high-volume workload will be key to your success.

You’ll work closely with vendors and internal teams in a collaborative and inclusive environment, where your work directly contributes to keeping the business running smoothly and efficiently.

The Job:

• Process purchase order and non-purchase order invoices accurately and timely using MetaViewer and Microsoft Dynamics 365.
• Perform applicable two-way or three-way matching by validating invoices against purchase orders, receipts, approvals, payment terms, and supporting documentation.
• Code expenses to the appropriate legal entity, general ledger account, project, department, and location.
• Process high-volume FedEx and logistics invoices, including assigning charges to the appropriate projects to support accurate project costing and customer billing.
• Route invoices through the approval workflow, monitor their status, and follow up on outstanding approvals to meet established processing and payment deadlines.
• Research and resolve purchase order variances, pricing or quantity differences, duplicate invoices, missing information, coding issues, and other processing exceptions.
• Support vendor setup and maintenance, including required documentation, tax information, vendor master changes, vendor cleanup, and annual 1099 reporting.
• Monitor the AP, Payment Request, and Expense mailboxes according to the assigned schedule; review and route requests and provide timely, professional responses.
• Reconcile vendor statements and research missing invoices, unapplied credits, outstanding balances, and payment discrepancies.
• Collaborate with vendors, employees, invoice approvers, Procurement, Operations, and other business partners to resolve issues and prevent processing delays.
• Support the weekly payment cycle, month-end activities, reconciliations, process improvements, and special projects while maintaining accurate records and following internal controls.

The Person:

• 2+ years of Accounts Payable experience, including hands-on experience processing purchase order invoices and resolving invoice, purchase order, and invoice discrepancies.
• Working knowledge of two-way or three-way matching, non-purchase order invoices, general ledger and project coding, vendor maintenance, statement reconciliation, and payment terms.
• Experience with an ERP and electronic invoice workflow system; Microsoft Dynamics 365 and MetaViewer experience are preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong analytical, research, and problem-solving skills with excellent attention to detail and accuracy.
• Excellent verbal and written communication skills with a professional, customer-focused approach.
• Strong organizational and time-management skills with the ability to manage a high-volume workload, multiple shared mailboxes, shifting priorities, and firm deadlines.
• Ability to take ownership of assigned responsibilities, seek out information, and follow issues through resolution.
• Sound judgment when handling confidential information and the ability to work independently while collaborating effectively within a team.

Illinois Salary and Benefit Statement:

The salary range displayed is specifically for those potential hires who will work or reside in the state of Illinois if selected for the role. Any salary offered is determined based on internal equity, internal salary ranges, market data/ranges, applicant's skills and prior relevant experience.

Illinois Salary Range: $25-27/hour

This position is eligible for health care benefits, life insurance, time off benefits, and participation in the Company's 401(k) plan.

What we offer:

• Medical, Dental, and Vision benefits effective within 30 days (or less) of your start date
• 401K matching with no vesting period (you are fully vested as of day 1)
• Generous Paid Time Off (PTO)
• Paid Holidays
• Collaborative Work Environment

Collective Culture Core Values:

We recognize that the success of our business rests with the skills and efforts of our people, and in return for their contributions, our employees can expect a flexible work environment that delivers on the 10 principles that define our company culture:

• We celebrate creativity, curiosity, innovation and imagination.
• We are humble and respectful.
• We act with honesty and integrity.
• We empower and trust one another.
• We embrace individuality and an entrepreneurial spirit.
• We champion initiatives that bolster diversity, equity and inclusion.
• We prioritize safe, ethical and sustainable business practices.
• We foster a culture of meritocracy - rewarding skills and abilities, instead of influence.
• We always deliver.
• We don’t take ourselves too seriously.

Through several existing and future initiatives, Czarnowski Collective is exploring thoughtful and creative ways to embrace individuality, and more effectively champion diversity, equity and inclusion across our network.

EEO Statement

Czarnowski Collective is proud to be an Equal Opportunity Employer. We don't just accept difference – we honor, nurture, and celebrate it! All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We don’t discriminate based on race, religion, color, national origin, sex/gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.