The Accounts Payable Specialist is a member of the Finance team responsible for the accurate and timely processing of accounts payable transactions. This role also supports general accounting functions and is cross-trained to assist across the department as needed.
Duties and Responsibilities
- Sort, review, and verify incoming supplier invoices.
- Code invoices and obtain approvals in accordance with Company DLA (Delegation of Limit & Authority) for non-purchase order expenses.
- Perform 3‑way matching to verify quantities received and purchase order pricing.
- Research and resolve invoice discrepancies with suppliers, receiving, and purchasing departments.
- Monitor invoices for sales tax applicability and exemption status.
- Maintain tax tracking spreadsheets (Vertex reporting).
- Prepare and process debit memos for supplier returns.
- Enter invoices and debit transactions into the Company ERP system (Oracle).
- Process stop payments, reissues, and invoice cancellations in the ERP system.
- Submit electronic forms for supplier ACH/Wire setup in compliance with Company policy.
- Assist with weekly payment processing and reconciliation with Corporate Treasury.
- Generate and review weekly payment registers from the Corporate system.
- Maintain supplier records and process supplier additions/changes.
- Reconcile supplier statements and resolve discrepancies.
- Review monthly “Received Not Vouchered” reports.
- Assist with month‑end close, including AP accruals.
- Prepare and upload journal entries into the ERP system.
- Support payroll accounting processes, including:
- Downloading payroll general ledger data
- Reconciling payroll funding
- Preparing payroll accruals
- Tracking payroll hours and distributions
- Process petty cash reimbursements and track payroll‑related contributions.
- Assist with internal and external audits.
- Perform other related duties as assigned.
- Ensure compliance with company policies and