Accounts Payable Specialist – On-Site

The Accounts Payable Specialist is responsible for overseeing the purchase order process, processing vendor invoices, and issuing payments. This role also provides support in areas such as accounts receivable, financial reporting, document management, and communication. The individual collaborates closely with the Finance team to carry out day to day accounting responsibilities and help ensure smooth financial operations across the organization.

This position is primarily based in an office setting. The role involves regular use of standard office equipment including computers, telephones, and scanners. The employee will spend most of the time seated at a desk and may occasionally need to lift files or small boxes of documents. Travel is not required for this position.

Accounts Payable Responsibilities:

• Sorts and reviews daily incoming invoices received via mail and email.
• Verifies invoice accuracy and matches each invoice with the related packing slip, acknowledgment, and purchase order, including any required approvals or quotes.
• Investigates any invoice discrepancies and works with other departments to resolve issues.
• Manages the end to end purchase order process, including creating POs, monitoring incoming PO requests, and coordinating with staff to obtain signatures and provide vendor information.
• Enters invoices into the accounting system, ensuring that all necessary documents are attached prior to entry. Follows up to obtain missing paperwork as needed.
• Creates and maintains vendor profiles in the accounting system using acknowledgment forms. Communicates with vendors to collect documentation such as W-9s or other required materials.
• Assists with company credit card transactions by monitoring incoming requests, collecting documentation, and reconciling expenses within the accounting system. Coordinates with the Accountant when necessary.
• Generates and reviews bi-weekly or monthly reports for open sales orders and purchase orders and assists with follow-up actions or reconciliations.
• Prepares the weekly accounts payable report ahead of check runs by pulling and sorting invoices according to payment type for internal review.
• Processes employee expense reports by reviewing, entering into the system, and preparing them for payment.
• Collects and compiles information needed to complete credit applications for both vendors and customers.
• Supports sales and use tax calculations or filings as assigned.
• Communicates directly with vendors to request documentation or resolve payment issues.

General Accounting Responsibilities:

• Scans and organizes accounting documents in compliance with retention policies, completing this task in a timely manner.
• May support accounts receivable functions, including managing pre-payment requirements, tracking incoming payments, providing documentation for order fulfillment, and creating customer profiles in the accounting system.
• Contributes to the successful rollout of the ERP system by entering data, collecting information, producing reports, and assisting with accounting setup and testing.
• Helps maintain accurate and timely financial records for the company.
• Participates in special projects and assignments from the Sr. Director of Finance & Administration.
• Performs other duties as needed to support organizational priorities. Job responsibilities may be modified based on business needs without prior notice.

An associate degree in accounting, finance, or a related discipline is preferred, along with one to three years of relevant experience. Alternatively, a high school diploma combined with three to five years of accounting or bookkeeping experience is required.

• Moderate to strong experience using accounting software; familiarity with QuickBooks or Epicor is a plus
• Proficient in Microsoft Excel, Outlook, and other Microsoft Office applications
• Solid understanding of general accounting principles, including profit and loss statements, balance sheets, debits, and credits
• Knowledge of New York State sales and use tax reporting is helpful
• Strong accuracy when entering financial and numerical data
• Capable of analyzing information and solving problems effectively
• Highly attentive to detail with a focus on accuracy and quality
• Strong verbal and written communication skills
• Self motivated and results driven
• Comfortable working with technical systems and financial tools
• Able to manage multiple tasks efficiently, especially under time-sensitive conditions
• Committed to providing excellent service to both internal and external stakeholders
• Flexible and adaptable during periods of organizational change or growth
• Demonstrates ethical behavior, integrity, and trustworthiness