The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices and payments across multiple company locations. This role requires strong attention to detail, the ability to reconcile vendor statements, and proactive communication with suppliers, internal departments, and branch locations. The Accounts Payable Specialist will report directly to the Controller and may assist with special projects or related administrative tasks as needed.

EXPERIENCE:

• 35 years of accounts payable experience preferred, with a strong understanding of fullcycle AP processes.
• Experience working with multiple business locations is a plus.
• Familiarity with stock and freight invoice processing in coordination with Purchasing.
• Experience reconciling vendor statements and resolving discrepancies.
• Prior experience with check printing and payment processing procedures.
• Comfortable with communicating with vendors regarding billing issues and payment status.

PHYSICAL REQUIREMENTS:

• Must be able to perform job functions safely and successfully, consistent with ADA requirements.
• Must be able to lift and carry up to 20 lbs.
• Ability to sit for long periods of time.
• Must be able to communicate clearly via phone and in person.

DISCLAIMER:

This job description is not intended to cover every task or duty that may be required in this role. Responsibilities may change at any time based on business needs. Additional duties may be assigned that align with the role and responsibilities of the position.

KEY RESPONSIBILITIES:

• Maintain a consistent and dependable work ethic; be punctual, honest, and professional.
• Perform fullcycle accounts payable duties across several locations.
• Work closely with Purchasing on stock and freight invoices.
• Serve as the primary point of contact for vendor payment inquiries and invoice discrepancies.
• Maintain accurate and organized records for auditing and reporting purposes.
• Assist with special accounting or administrative projects as needed.

JOB DUTIES:

• Print invoices, match with purchase orders and receiving documents, and enter into the system for payment.
• Communicate with suppliers and vendors to resolve payment questions or obtain missing invoices.
• Ensure invoices are properly approved and coded prior to payment processing.
• Reconcile vendor statements regularly, identifying and resolving discrepancies.
• Enter and upload invoices into the accounting system to ensure accurate and timely payment.
• Work closely with Purchasing to verify stock and freight invoice details.
• Sort, review, and verify invoices for accuracy and completeness.
• Ensure timely payment processing, taking advantage of any early payment discounts.
• Maintain digital and hardcopy files for all invoices, supporting documents, and payment records.
• Print checks and match to invoice documentation prior to mailing.
• Prepare and mail checks or initiate electronic payments as appropriate.
• Coordinate with branch locations to verify receipt of goods and resolve delivery/invoice mismatches.
• Participate in occasional special projects assigned by the Controller or other management.
• Perform other general office duties, including mail distribution and document scanning.