Accounts Payable Specialist

The Accounts Payable (AP) Specialist is responsible for performing a range of accounting and clerical tasks related to the accounts payable function. This generally includes receiving, processing, and verifying invoices, tracking and recording purchase orders, and processing payments.

The AP Specialist is responsible for handling vendor payments and other financial liabilities for the organization. While the job's primary function is making payments, the AP Specialist is also responsible for keeping precise records of payments made and owed. They must work collaboratively with other accounting professionals to audit all transactions.

• Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
• Pays vendors by monitoring discount opportunities, verifying federal , scheduling, and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Ensures credit is received for outstanding memos.
• Issues stop-payments or purchase order amendments.
• Pays employees by receiving and verifying expense reports and requests for advances, preparing checks.
• Maintains accounting ledgers by verifying and posting account transactions.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Maintains historical records by microfilming and filing documents.
• Disburses petty cash by recording entry and verifying documentation.
• Prepares monthly accruals for missing AP invoice and tracks all prepaid expenses
• Understand expense accounts and cost centers
• Understands compliance issues around accounts payable process (W‑9, sales tax, etc.)
• Protects organization’s value by keeping information confidential.

• A high school diploma or GED equivalent with some college accounting credits or related work experience is required.
• Associate’s or Bachelor’s degree in accounting, finance, or related field, preferred.
• Two to three years of previous accounts payable experience.
• Experience with automated accounting systems, including extensive familiarity with Excel spreadsheet software needed to effectively update, retrieve, and utilize available financial data. Familiarity with Fixed Asset accounting and other standalone software.
• Exposure to Accounts Payable and Accounts Receivable functions is needed to understand the interactions and effects on the General Ledger. Familiarity and practical working knowledge of grant reporting.