Accounts Payable (A/P) Specialist - Part-Time (20 hrs/wk)

JOB SUMMARY

The Accounts Payable (A/P) Specialist is highly organized and is responsible for timely and accurate processing of high-volume vendor invoices, resolution of payment discrepancies, and maintaining accurate vendor records. The A/P Specialist also serves as a point of contact for vendors and internal departments, responding to inquiries and resolving questions or discrepancies related to invoices, payments, and other accounts payable matters.

REPORTS TO

The Accounts Payable Specialist directly reports to the Finance Manager

MINIMUM QUALIFICATIONS REQUIRED FOR POSITION

Education, Training, and/or Experience

• U.S. Citizen or Permanent Resident
• High School Diploma or equivalent
• Minimum of five years of experience in Accounts Payable, preferably in a manufacturing environment
• Knowledgeable in core accounting principles and processes (e.g., three-way matching, tax exemptions, 1099 compliance)
• Proficiency with ERP systems, preferably Infor VISUAL
• Intermediate proficiency with Microsoft Office applications (e.g., Excel, Outlook)

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job

• Regularly required to sit for extended periods of time
• Frequently required to use eye‐hand coordination, repetitive hand movements and manual dexterity to handle or type
• Occasionally required to stand, walk, bend, and reach, lifting, carrying, twisting, pushing or pulling up to 25 pounds
• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus
• Hearing level within normal/average range

ESSENTIAL JOB REQUIREMENTS, SKILLS AND ABILITIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Honesty, integrity and sound judgment when handling company finances and confidential information
• Ability to effectively read, write, and communicate in the English language 
• Highly dependable and reliable; exceptional attention to detail with a commitment to accuracy
• Strong self-motivation, personal accountability and ownership of responsibilities
• Excellent communication and interpersonal skills; ability to work effectively with others
• High organization and time-management skills; ability to prioritize and multi-task without sacrificing quality
• Strong analytical and problem-solving skills; ability to identify discrepancies and resolve issues promptly
• 10-Key fluency with minimal errors
• Ability to work independently with no/minimal supervision
• Ability and willingness to acclimate to company culture and development goals

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include, but are not limited to the following:

• Adhere to established accounting processes, procedures and internal controls 
• Prepare vendor invoices for approval and process approved invoices for timely payment
• Review A/P transaction details (e.g., amounts, dates, remit-to addresses) to ensure accuracy
• Verify invoices against Purchase Orders (POs) and Receivers 
• Identify vendor net terms with early payment incentives
• Investigate and resolve vendor payment disputes and discrepancies
• Record expenses to the appropriate general ledger (GL) accounts
• Prepare and process weekly check run
• Maintain an accurate and organized filing system for physical and digital documents
• Update vendor records in ERP system as changes occur
• Pull routine aging and accrual reports to verify ledger accuracy and support month-end close
• Respond to correspondence professionally, timely and effectively
• Maintain a strong working relationship with vendors and team members
• Participate in the recommendation and development of process improvements
• Other duties as assigned

Management reserves the right to assign and/or reassign duties and responsibilities to this job at any time. This job description is designed to outline primary duties, qualifications and job scope, but does not limit team members nor the Company to the work identified above.

Monday - Friday from 8am - 12pm; flexible upon demonstrated proficiency