Accounts Payable Specialist

Position Overview We are seeking a detail-oriented Accounts Payable Specialist to join our growing team. Approximately 70% of this position will focus on accounts payable functions, including invoice processing, vendor payments, reconciliations, and maintaining accurate accounting records. The ideal candidate will have current, hands-on Accounts Payable and Accounts Receivable experience, strong QuickBooks skills, and the ability to process a high volume of transactions accurately and efficiently.

Key Responsibilities

Accounts Payable (70%)

• Process approximately 100 vendor payments/checks per week.
• Review, reconcile, and analyze incoming invoices for accuracy and proper approval.
• Enter and post vendor bills into QuickBooks.
• Verify payment amounts and supporting documentation prior to processing.
• Monitor recurring vendor bills and ensure timely payment.
• Prepare checks and supporting documentation for mailing and distribution.
• Track invoices, payments, and accounting records to ensure accuracy.
• Organize and maintain payment documentation and vendor files.
• Ensure invoices are entered and posted in a timely manner.
• Investigate and report discrepancies, missing documentation, or payment issues to Accounting Management.

Accounts Receivable & Payment Posting

• Assist with posting incoming customer payments following the initial training period.
• Apply payments accurately and maintain supporting documentation.
• Reconcile payment activity and assist with customer account inquiries.
• Support accounts receivable functions as needed.

Administrative Support

• Maintain organized electronic and physical accounting files.
• Perform routine accounting and administrative duties.
• Provide updates regarding pending invoices, payment statuses, and outstanding items.
• Support the accounting team with special projects and process improvements.
• Associate degree in Accounting, Business Administration, or a related field required; Bachelor's degree preferred.
• 3+ years of current Accounts Payable experience in a high-volume environment.
• Hands-on Accounts Receivable experience, including payment posting and account maintenance.
• Experience processing approximately 100 payments per week or similar transaction volume.
• Proficiency with QuickBooks and Microsoft Excel.
• Strong understanding of invoice processing, vendor management, account reconciliations, and payment controls.