Accounts Payable Specialist

Responsibilities

• Verify, reconcile, and maintain supplier statements monthly while ensuring full compliance with company financial policies and accounting standards.
• Receive, code, and enter all invoices accurately, ensuring proper approvals and adherence to internal controls and segregation-of-duties requirements.
• Ensure all vendor payments follow established approval workflows, budget guidelines, and payment schedules.
• Maintain confidentiality of all financial, vendor, and employee data in accordance with company policy, privacy regulations, and secure handling protocols.

• Verify, reconcile, and maintain supplier statements monthly while ensuring full compliance with company financial policies and accounting standards.
• Receive, code, and enter all invoices accurately, ensuring proper approvals and adherence to internal controls and segregation-of-duties requirements.
• Ensure all vendor payments follow established approval workflows, budget guidelines, and payment schedules.
• Maintain confidentiality of all financial, vendor, and employee data in accordance with company policy, privacy regulations, and secure handling protocols.

• Collect and verify W-9 forms for all applicable vendors and ensure correct vendor setup for 1099 reporting.
• Maintain accurate and audit-ready documentation for all AP transactions in alignment with GAAP, IRS requirements, and company record retention standards.

• Follow cybersecurity protocols when handling invoices, payment data, and banking information, including verbal verification of account changes and secure document handling.
• Identify and escalate suspected fraudulent activity, phishing attempts, duplicate invoices, or irregular payment requests.
• Monitor and enforce compliance with vendor policy requirements, conflict-of-interest standards, and anti-bribery practices.

• Review AP aging and vendor activity bi-weekly to ensure accuracy and identify discrepancies.
• Assist with accruals, month-end close, and tracking out-of-period expenses that could impact financial statements.
• Provide support for audits, compliance reviews, and documentation requests.

• Communicate promptly and professionally with managers, vendors, and internal teams regarding invoice status, payment timelines, and issue resolution.
• Assist Finance leadership in researching vendor or customer payment issues as needed.
• Support training, documentation, and continuous process improvement initiatives to enhance efficiency and accuracy in AP operations.

• Knowledge of accounts payable processes, accounting principles, GAAP standards, and internal control requirements.
• Understanding of IRS vendor requirements including W-9 collection, 1099 reporting, and vendor classification.
• Ability to maintain strict confidentiality of financial data, vendor information, and employee records.
• Awareness of fraud prevention practices, anti-bribery standards, and cybersecurity protocols related to invoice processing and payment handling.
• Experience with Salesforce or similar ERP systems; strong Excel proficiency (VLOOKUPs, pivot tables, formulas; macros a plus).
• Strong accuracy, analytical thinking, problem-solving skills, and attention to detail.
• Effective communication skills and ability to work both independently and collaboratively.
• Strong organizational skills with the ability to manage multiple deadlines in a fast-paced environment.

• Full-time position with standard office hours, Monday through Friday.
• Occasional overtime may be required to meet deadlines or resolve time-sensitive issues.

• The role requires sitting for extended periods and occasional use of office equipment such as phones, computers, and printers.
• Occasional lifting of files or materials up to 10-15 pounds may be required.

• Medical Benefits, Dental Benefits, Vision Benefits, Healthcare spending accounts (HSA/FSA)
• 401K Benefits
• Employee Assistance Program (EAP)
• Paid Vacation time, Sick time, and Holidays
• Growth opportunities

This is a full-time position with on-site/ hybrid schedules available, based out of our Raleigh NC office.

The Accounts Payable Specialist has a salary of $50,000 - $55,000 per annum with additional compensation potential with commissions on collections.