Accounts Payable (AP) Specialist

Job Description

Welcome to the detailed job description for an Accounts Payable Specialist. This role is crucial for maintaining the financial health of our organization by ensuring accurate and timely processing of all accounts payable transactions. If you are a detail-oriented individual with a strong commitment to financial accuracy and operational efficiency, we encourage you to apply.

Position Summary

The Accounts Payable (AP) Specialist will be a key player in managing our accounts payable process. This role involves ensuring the accurate and timely processing of vendor invoices and expense reports, meticulous reconciliation of transactions and payments, and strict adherence to company policies and procedures. The ideal candidate will possess exceptional attention to detail, superior organizational skills, and the proven ability to thrive in a fast-paced and dynamic work environment.

Essential Job Duties And Responsibilities

• Account Analysis and Allocation: Prepare detailed analyses of accounts, including precise accounting allocations to regional offices and multiple departments.
• Payment and Receipt Monitoring: Continuously monitor accounts to ensure all payments and cash receipts are current and accurately recorded.
• Discrepancy Resolution: Proactively research and efficiently resolve any invoice discrepancies and related issues.
• Reporting: Produce comprehensive monthly reports for both accounting and operations teams.
• Month-End Support: Provide dedicated assistance with month-end closing procedures and ensure adherence to critical deadlines.
• Audit Support: Prepare and provide all necessary supporting documentation for internal and external audits.
• Record Maintenance: Maintain accurate and organized electronic historical records of all transactions.
• Confidentiality: Uphold the strictest confidentiality of organizational, customer, and vendor information at all times.
• Process Control Adherence: Adhere diligently to detailed process controls for all Accounts Payable functions, including:
  • Accurate entry of invoices into the system.
  • Routing invoices for appropriate approval.
  • Preparation and processing of checks.
  • Comprehensive research of discrepancies and unapproved/unpaid invoices.
• Batch Reconciliation: Reconcile daily batch postings to actual entries to identify and resolve any discrepancies promptly.
• Payment Processing & Error Correction: Identify, research, and ensure the timely processing of payments, errors, and corrections.
• Inquiry Management: Professionally answer inquiries regarding invoices and accounts from various stakeholders.
• Vendor Coordination: Coordinate effectively with vendors to resolve discrepancies accurately and efficiently.
• Card Reconciliation & Audit: Perform thorough reconciliation and auditing of corporate credit cards, purchasing cards, and fuel cards.

Minimum Qualifications (Experience, Skills, and Education)

• Education: High school diploma or equivalent is required. An Associate degree or higher in accounting, business, finance, or a similar field is highly preferred.
• Accounting Experience: A minimum of two (2) years of recent, successful office accounting experience (Accounts Payable, Accounts Receivable, bookkeeping) is preferred.
• Core AP Experience: Demonstrated experience with invoice processing, customer management, and reconciliations.
• Software Experience: Minimum two (2) years of recent experience with accounting software preferred (e.g., SAP, Oracle, NetSuite), but not strictly required.
• Technical Proficiency: Good to excellent knowledge of Microsoft Office Suite, including Word, Outlook, and PowerPoint. Advanced Excel and data entry skills with excellent typing speed and accuracy are necessary. Experience with D365 business applications is a plus.
• Communication Skills: Excellent written and oral communication and interpersonal skills, essential for effective interaction with internal and external stakeholders at all levels of staff.
• Organizational Skills: Excellent organizational and prioritization skills; must be detail-oriented, manage time efficiently, and possess the ability to multi-task successfully.
• Confidentiality: Effectively able to maintain discretion and confidentiality of sensitive information as appropriate, safeguarding vendor and customer information.
• Problem-Solving: Exceptional problem-solving skills are a must.
• Deadline Management & Service: Demonstrated ability to work effectively under deadlines and timeframes, always maintaining a customer service demeanor.

Physical Requirements And Working Conditions

This position operates primarily in a normal, temperature-controlled office environment. Work activities include frequent engagement at a computer terminal with extended periods of sitting, occasional walking, and lifting up to 10 pounds. Frequent use of a keyboard/mouse, cellular and land-line telephones, and standard office equipment is required. The Accounts Payable Specialist may occasionally need to perform work in a non-temperature-controlled or warehouse environment.

Additional Requirements

• Must be able to work collaboratively within a high-functioning team environment.
• Display the highest levels of honesty, integrity, and professionalism in all aspects of work.
• Take immense pride in your work and in the company you represent.
• Communicate openly and strive for peak performance in daily tasks.
• Commit to knowing and delivering the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by an Accounts Payable Specialist and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of the job, as necessary.