Accounts Payable Specialist

Job Description

We are seeking a meticulous and proactive Accounts Payable Specialist to join our finance team. This pivotal role is responsible for the accurate and timely processing of vendor invoices, ensuring compliance with company policies, and maintaining strong vendor relationships. The ideal candidate will possess exceptional attention to detail, strong analytical skills, and a commitment to resolving complex financial discrepancies. This position contributes significantly to our financial accuracy and operational efficiency.

Key Responsibilities

• Validate and Post Discount Vendor Invoices for Payment:
  Meticulously review and verify vendor invoices that are eligible for early payment discounts. This involves ensuring all contractual terms, quantities, pricing, and services are accurately reflected before processing. The specialist will prioritize these invoices for timely posting into the accounting system to capitalize on cost-saving opportunities and contribute directly to the company’s financial health.
• Validate and Post All Other Vendor Invoices for Payment:
  Thoroughly examine and validate a high volume of general vendor invoices, ensuring accuracy in all details including pricing, quantity, extensions, and adherence to company purchasing policies. This includes verifying proper authorization, matching invoices to purchase orders and receiving documents (when applicable), and assigning correct general ledger codes. Accurate and timely entry into the enterprise resource planning (ERP) or accounting system is crucial.
• Reconcile Receiving and Costing Discrepancies with Purchase Orders and Vendor Invoices:
  Perform comprehensive three-way matching by comparing purchase orders (PO), receiving documents, and vendor invoices to identify and resolve any discrepancies. This includes investigating variances related to quantities received, unit costs, freight charges, taxes, and other costing elements. Collaboration with purchasing, receiving, and inventory departments is essential to ensure data integrity and accurate inventory valuation.
• Work Open Receivers Report and Vendor Statements as Assigned:
  Proactively manage and clear items on the open receivers report, which details goods or services received but not yet invoiced or matched. Additionally, reconcile vendor statements against internal accounts payable records, identifying and resolving any outstanding balances, missing invoices, or payment discrepancies through diligent investigation and communication with vendors and internal teams.
• Process Stock and Drop Ship Orders:
  Handle the accounts payable aspects specific to both stock replenishment and drop-ship orders. This involves verifying invoices against order details for stock inventory, as well as processing invoices for items shipped directly from vendors to customers. Ensuring accurate billing, proper vendor payment, and correct recording within the inventory and accounting systems for these distinct order types.
• Troubleshoot Complex Discrepancies Related to EDI, Invoice Discrepancies, etc.:
  Serve as a key problem-solver for intricate and multi-faceted accounts payable issues. This includes investigating and resolving complex EDI (Electronic Data Interchange) errors, advanced invoice mismatches, system integration challenges, or other non-routine problems. This often requires deep analysis, collaboration with IT, vendors, and various internal departments to identify root causes and implement effective, sustainable solutions.
• Performs Other Related Duties as Assigned:
  Flexibly undertake additional tasks, projects, and responsibilities as required to support the accounts payable function and the broader finance department. This demonstrates adaptability and a willingness to contribute to team goals and evolving business needs.