SENIOR ACCOUNTS PAYABLE SPECIALIST – JOB DESCRIPTION POSITION SUMMARY

The Senior Accounts Payable Specialist is responsible for overseeing and executing all facets of the accounts payable process, ensuring timely and accurate payment of vendor invoices, expense reports, and other disbursements. This role also serves as a key liaison between internal departments and external vendors, helping to streamline AP operations, resolve discrepancies, and ensure compliance with financial policies.

Key Responsibilities

• Invoice Processing
• Receive, review, and process high volumes of vendor invoices for accuracy, proper approval, and correct coding.
• Payment Execution
• Schedule and prepare checks, and ACH(Portal) payments according to payment terms.
• Monitor and manage aged payables to avoid late fees and maintain vendor relationships.
• Vendor Management
• Respond to vendor inquiries and resolve discrepancies related to payments and invoicing.
• Maintain accurate vendor records, including W-9s and tax information.
• Reporting and Reconciliation
• Assist with monthly closing tasks, including reconciliation of AP sub-ledger to the general ledger.
• Generate reports related to payables, aging, and cash disbursements as requested.
• Compliance and Internal Controls
• Ensure adherence to company policies, procedures, and internal controls.
• Support audits by preparing documentation and responding to auditor inquiries.
• Process Improvement
• Identify opportunities for automation or efficiency in the AP workflow.
• Train junior staff or provide guidance on AP best practices when applicable.

QUALIFICATIONS

• Education: Associate or Bachelor’s degree in Accounting, Finance, or related field preferred.
• Experience: 4–6+ years of AP experience, with at least 1–2 years in a senior or lead capacity.
• Skills:
• Strong understanding of general accounting principles.
• Experience with ERP systems (e.g., SAGE 300 (& TimberScan an AP automation that integrates w/ Timberline-Sage 300), SAP, Oracle, NetSuite, or Viewpoint for construction.
• Proficiency in Excel (VLOOKUPs, pivot tables).
• High attention to detail and organizational skills.
• Excellent communication and vendor service orientation.

PREFERRED EXPERIENCE

• Familiarity with construction industry payables, such as lien waivers, progress billing, subcontractor invoicing.
• Experience handling multi-entity or multi-state accounts payable.
• Prior involvement with 1099 processing and year-end close.
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• Invoice Processing
• Receive, review, and process high volumes of vendor invoices for accuracy, proper approval, and correct coding.
• Payment Execution
• Schedule and prepare checks, and ACH(Portal) payments according to payment terms.
• Monitor and manage aged payables to avoid late fees and maintain vendor relationships.
• Vendor Management
• Respond to vendor inquiries and resolve discrepancies related to payments and invoicing.
• Maintain accurate vendor records, including W-9s and tax information.
• Reporting and Reconciliation
• Assist with monthly closing tasks, including reconciliation of AP sub-ledger to the general ledger.
• Generate reports related to payables, aging, and cash disbursements as requested.
• Compliance and Internal Controls
• Ensure adherence to company policies, procedures, and internal controls.
• Support audits by preparing documentation and responding to auditor inquiries.
• Process Improvement
• Identify opportunities for automation or efficiency in the AP workflow.
• Train junior staff or provide guidance on AP best practices when applicable