Senior Accounts Payable Specialist (71070)

The Senior Accounts Payable Specialist is responsible for managing the full AP cycle, to include overseeing the daily operations of the Accounts Payable (AP) function, ensuring all vendor invoices, payments, and related financial transactions are processed accurately, efficiently, and in compliance with company policies. This role acts as the primary liaison between the AP team, internal departments, and vendors, while also assisting the Accounting Department with reporting, month-end closing, and continuous process improvement. The Senior AP Specialist serves as the subject matter expert for all AP-related systems, procedures, and internal controls.

Key Responsibilities

Accounts Payable Operations

• Oversee the full-cycle AP process, including invoice receipt, review, coding, and entry into the ERP system for both PO and non-PO transactions in compliance with accounting best practices.
• Ensure timely and accurate matching of invoices to purchase orders and goods receipts; resolve discrepancies and pricing issues in collaboration with purchasing and operations teams.
• Monitor daily workflow to ensure invoices are processed in accordance with established deadlines and internal policies.
• Research, resolve, and document invoice discrepancies, collaborating with procurement, operations, and vendors to maintain positive relationships.
• Maintain digital and physical filing systems for all AP-related documents in compliance with record retention policies.
• In coordination with the Controller, conduct weekly payment runs via check, ACH, and wire transfer in accordance with payment schedules and company policy; review positive pay files and confirm payment approvals.

Leadership & Coordination

• Serve as the primary point of contact for the AP team regarding daily priorities, system issues, and procedural questions.
• Provide guidance, mentoring, and training to AP Specialists and other accounting staff to ensure consistency and adherence to best practices.
• Delegate and balance the AP team workload to meet deadlines and maintain service levels.
• Support onboarding and cross-training within the AP and accounting functions.

Vendor Management & Compliance

• Maintain strong relationships with vendors through timely communication and issue resolution.
• Reconcile vendor accounts regularly and ensure outstanding balances are addressed promptly.
• Assist with vendor master file maintenance, ensuring proper documentation like W-9s is on file and current, in compliance with 1099 reporting requirements.
• Ensure compliance with company policies, accounting best practices, internal controls, and applicable tax regulations.

Reporting & Analysis

• Prepare AP aging reports, accrual schedules, and other AP-related reporting for management.
• Support monthly, quarterly, and year-end close activities, including journal entries and account reconciliations.
• Collaborate with the Controller and the rest of the finance group on special projects, data analysis, and reporting initiatives.
• Analyze AP metrics (invoice cycle time, payment accuracy, early pay discounts) and recommend process improvements.
• Support external and internal audits by preparing schedules and providing supporting documentation.

Process Improvement & Systems

• Act as the ERP/AP system power user; identify and implement system enhancements to improve accuracy and efficiency and perform user acceptance testing on