ACCOUNTS PAYABLE SPECIALIST

Job Description

Job Description

Description:

Job Title: Accounts Payable Specialist

Branch: 999

Department: Accounting

Reports to: Accounts Payable Supervisor

Date: 04/13/2026

Position Summary:
The Accounts Payable Specialist is responsible for managing and processing all invoices received for payment, ensuring accuracy, timeliness, and compliance with company policies. This role plays a key part in maintaining strong vendor relationships and supporting overall financial operations.

Key Responsibilities:

• Review, verify, and process vendor invoices and expense reports.
• Match purchase orders, receipts, and invoices for accuracy.
• Prepare and execute payments via check, ACH, or wire transfer.
• Maintain organized and up-to-date accounts payable records.
• Reconcile vendor statements and resolve discrepancies.
• Respond to vendor inquiries in a timely and professional manner.
• Assist with month-end closing, including accruals and reporting.
• Ensure compliance with company policies and accounting standards.
• Support audits by providing required documentation.

QuickBooks Responsibilities:

• Enter and code vendor bills accurately within QuickBooks.
• Manage vendor records and ensure proper setup in the system.
• Process payments and track transaction history using QuickBooks tools.
• Reconcile accounts payable balances within QuickBooks.
• Generate financial reports (AP aging, expense reports, vendor summaries).
• Assist with QuickBooks month-end and year-end closing procedures.
• Identify and troubleshoot discrepancies within QuickBooks data.

Qualifications:

• Associate or bachelor’s degree in accounting, Finance, or related field (preferred).
• 1– 3+ years of accounts payable or general accounting experience.
• Proficiency in QuickBooks (required or strongly preferred).
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and problem-solving abilities.

Preferred Skills:

• Experience with ERP systems or accounting software.
• Knowledge of basic accounting principles.
• Microsoft Excel proficiency (pivot tables, VLOOKUP, etc.).

Work Environment

• May prepare summary sheets or other work papers for supervisor’s or auditor’s use in preparing comprehensive financial statements.
• May audit and proof accounting or other reports for clerical accuracy and conformance to department, county and state procedures.
• May perform secretarial functions as needed for assigned staff members(s).

Special Requirements

• Employees must complete the required courses as described by Human Resources for all employees.
• This description presents the major responsibilities required for this job title. Individual positions may require the performance of additional duties as assigned.

Budget Responsibility

• Secure and maintain work environment, PC, Phone and other assigned equipment.