Accounts Payable Specialist

Summary of Position/Purpose:

The Accounts Payable Specialist is responsible for managing the financial processing of transactions for the organization. This role involves ensuring timely and accurate payment of invoices, reconciling discrepancies between supplier invoices and material receipts, and maintaining strong vendor relationships. The Accounts Payable Specialist will work with multiple ERP systems and utilize advanced Excel functions to ensure all financial records are accurate and up-to-date. Additionally, this position involves preparing tax exemption certificates for vendors, filling out vendor credit applications, and transitioning vendors to paperless billing.

Essential Duties, Functions and/or Responsibilities:

• Invoice Reconciliation: Reconcile discrepancies between supplier invoices and actual material receipts, addressing issues such as quantities, prices, short shipments, and damages.
• Issue Resolution: Identify the source of errors and determine the correct avenue to resolve them.
• Vendor Statement Management: Work with vendor statements to ensure all invoices are entered before their due dates, or communicate issues if unable to do so.
• ERP System Utilization: Operate multiple ERP systems to manage accounts payable processes.
• Data Analysis: Use VLOOKUPs and other Excel functions to compare large vendor statements with system records.
• General Ledger Understanding: Maintain a strong understanding of the general ledger to ensure accurate financial records.
• Tax Exemption Certificates: Prepare and manage tax exemption certificates for vendors.
• Vendor Credit Applications: Complete and submit vendor credit applications as needed.
• Paperless Billing Transition: Update vendors to paperless billing to streamline processes and reduce paper usage.
• Attention to Detail: Ensure accuracy and completeness in all accounts payable activities.
• Communication: Collaborate with vendors and internal departments to resolve payment issues and discrepancies.
• Documentation: Maintain accurate records of all reconciliations and issue resolutions.

Education and/or Work Experience Requirements:

• Associate’s Degree in Accounting, Finance, Business Administration, or a related field (Bachelor’s Degree preferred).
• 2+ years of experience in accounts payable or a related financial role.
• Experience with ERP systems and proficiency in Microsoft Excel, including VLOOKUPs.
• Strong analytical and problem-solving skills.
• Attention to detail and ability to work independently.
• Excellent communication and interpersonal skills.

Physical Requirements:

• Ability to safely and successfully perform essential job functions in accordance with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards
• Ability to maintain regular and timely attendance in accordance with the ADA, FMLA, and other federal, state, and local regulations

This position requires applicants to be authorized to work in the US without sponsorship; Test