Accounts Payable Specialist

The Accounts Payable Specialist plays a key role within the Accounting Department through precise, timely processing of vendor invoices, payments, and related documentation. This role operates in a detail-driven, fast-paced environment and works closely with the Controller to ensure the accuracy, completeness, and proper documentation of all AP transactions.
The position requires a high level of organization, comfort working with technology, and the ability to communicate clearly across multiple channels, including email, phone, shared workflows, and digital document systems. The Accounts Payable Specialist regularly interacts with internal employees at all levels and with external vendors, providing professional, timely, and thorough support.
Essential Job Functions
• Process vendor invoices accurately and timely, ensuring proper receipt match, approvals, account coding, and supporting documentation.
• Utilize Adobe Acrobat to prepare, organize, mark up, and store vendor documentation and payment files.
• Maintain accurate AP records, including digital filing, document control, and audit trail completeness.
• Manage and verify all vendor profile and banking changes using strict internal controls, including independent confirmation and call-back verification to trusted contacts.
• Follow established anti-fraud and cybersecurity procedures to prevent cyber-crime risks such as phishing, BEC, and fraudulent payment-redirect attempts, escalating any suspicious activity as required.
• Identify and resolve invoicing errors by coordinating with vendors and internal departments to correct discrepancies promptly and accurately.
• Prepare weekly payment batches for review by the Controller, verifying accuracy and completeness.
• Reconcile vendor statements, research discrepancies, and follow up with vendors and internal departments as needed.
• Respond to vendor inquiries promptly and professionally using email, phone, and other communication tools.
• Serve as a primary resource to the Controller on invoice-coding decisions, month-end accounts payable activities, and documentation requirements.
• Work effectively within the ERP system (Epicor experience preferred) to enter invoices, process payments, and maintain vendor data.
• Assist in the maintenance and accuracy of job costing and expense tracking related to AP.
• Pull and organize all supporting documentation for cash receipts, ensuring completeness, accuracy, and proper digital filing for audit readiness and month-end close.
• Ensure compliance with internal controls, accounting policies, and documentation standards.
• Prepare and organize AP documentation for internal and external audits.

• Assist with continuous improvement efforts, including AP workflow efficiency, digital documentation practices, and automation initiatives.
• Perform other related duties and projects as assigned by the Controller.
What Success Looks Like
• Invoices are processed quickly, accurately, and with complete documentation.
• The Controller receives clean, prepared AP batches requiring minimal follow‑up.
• Communication with vendors and employees is timely, clear, and professional.
• Documentation is consistently organized, complete, and audit‑ready.
• AP discrepancies are proactively identified and resolved.
• The AP function contributes to a disciplined, transparent accounting environment.
Position Profile
• Thrives in a routine‑driven, detail‑oriented role.
• Comfortable using technology, digital tools, and document management systems.
• Communicates clearly and professionally across multiple formats.
• Values accuracy, consistency, and follow‑through.
• Able to manage recurring deadlines and shifting daily priorities.
• Works well in a collaborative accounting environment with active leadership involvement.
• Maintains a positive, professional rapport with vendors and internal teams.
Minimum Qualifications and Requirements
• High school diploma required; associate degree in Accounting or Business preferred.
• 2–4 years of Accounts Payable or related accounting experience.
• Proficiency with Adobe Acrobat, including PDF markup, combining files, and digital document management.
• Proficiency with Microsoft Excel, including sorting, filtering, basic formulas, and data organization.
• Experience with ERP or accounting software required; Epicor experience preferred.
• Strong attention to detail, accuracy, and documentation standards.
• Ability to prioritize tasks and manage multiple deadlines effectively.
• Strong written and verbal communication skills.
• Ability to work collaboratively and professionally with internal employees and external vendors.
• Demonstrated reliability, integrity, and commitment to organizational values.