Accounts Payable Specialist

The Accounts Payable Specialist is responsible for full-cycle, high-volume accounts payable processing with a strong emphasis on 3-way match invoice processing (purchase order, receiving documentation, and invoice). This role ensures accurate, timely payments in compliance with company purchasing policies, internal controls, and applicable regulations. The AP Specialist works closely with vendors, internal staff, and the accounting team to support month-end close, audits, and regulatory filings.

Key Responsibilities:

Accounts Payable Processing

• Perform high-volume invoice processing using 3-way match (PO, invoice, and receiving documentation).
• Enter vouchers accurately, ensuring invoices align with approved purchase orders and purchasing documents.
• Review invoices for accuracy, proper approvals, coding, and compliance with company policies.
• Accurately code invoices to correct projects and department.

Payment Processing

• Prepare and process weekly payment batches accurately and on time.
• Ensure all payments are made in accordance with purchasing policies, procedures, and authorization requirements.
• Maintain schedules to track recurring and monthly vendors to ensure timely payment.
• Communicate with vendors and volunteers to obtain required documentation, including W-9s, banking details, and other payment-related information.
• Update and maintain vendor, merchant, and vendor account information as needed.
• Respond to vendor and internal customer inquiries timely in a friendly, professional, and courteous manner.

Reconciliations & Reporting

• Reconcile and review accounts payable aging reports monthly.
• Follow up on and resolve open AP invoices over 30 days old.
• Assist with monthly close activities, including account reconciliations, as assigned.

Purchase Orders

• Match Purchase Orders, ensuring all required approvals are obtained.
• Work with the purchasing department in a professional manner
• Communicate PO status, open balances, and related information to staff in accordance with purchasing policies.

Compliance & Documentation

• Maintain organized and complete AP documentation, support records, and files.
• Ensure records are maintained in compliance with applicable laws and regulations.
• Assist with research related to state use and sales tax exemptions and filings, when applicable.
• Accurately process annual 1099 reporting
  .
• Maintain and update the Accounts Payable policies and procedures manual.

Audit & Regulatory Support

• Assist with preparation for the annual audit.
• Support IRS filings and other regulatory requirements as needed.

Qualifications:

Required

• Proven experience in high-volume accounts payable processing.
• Strong experience with 3-way match invoice processing
  .
• Knowledge of full-cycle accounts payable functions.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Strong communication and customer service skills.
• Proficiency with accounting systems and Microsoft Excel.

Preferred

• Experience with purchase order–driven environments.
• Experience with 1099 processing and sales/use tax compliance.
• Prior experience supporting audits and month-end close.
• Experience with Dynamics Business Central