Accounts Payable Specialist

POSITION OVERVIEW

The Accounts Payable Specialist is responsible for overseeing the accurate processing of invoices, maintaining records, and ensuring timely payments to vendors and suppliers. This role supports the finance department by maintaining financial accuracy and ensuring compliance with company policies and financial regulations.

SPECIFIC RESPONSIBILITIES

Invoice Processing:

• Review and verify invoices and payment requests for accuracy and completeness.
• Ensure invoices and payment requests are properly coded and entered into the accounting system.
• Check supporting documentation for payment requests and vendor invoices to ensure proper documentation
• Payment Processing:
• Prepare and process payments via checks, ACH, or wire transfers.
• Ensure that all payments are made within the payment terms to maintain good vendor relationships.
• Maintain records of all transactions for auditing purposes.
• Vendor Management:
• Maintain an up-to-date list of vendors, ensuring contact information and payment details are accurate.
• Resolve any issues or discrepancies regarding vendor invoices or payments.
• Communicate effectively with vendors to address inquiries or disputes.
• Reconciliation:
• Reconcile accounts payable reports to ensure the accuracy of financial data.
• Assist in the monthly, quarterly, and annual closing processes.
• Prepare and issue yearly 1099s timely.
• Compliance and Documentation:
• Ensure compliance with company policies and internal controls related to accounts payable processes.
• Maintain organized records of all invoices, payment receipts, and supporting documentation.
• Assist with audits and provide necessary documentation as required.
• General Administrative Support:
• Assist in preparing schedules for the annual audit.
• Support other departments with payment-related inquiries.
• Participate in process improvement initiatives to streamline accounts payable operations.
• Other duties as assigned

POSITION REQUIREMENTS:

• Education:
• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.
• Experience:
• 2-3 years of experience in accounts payable or a related field.
• Experience with accounting software (e.g., Sage300, Sage Intacct, Bill.com, QuickBooks, Accufund) preferred.
• Strong knowledge of accounting principles and practices.
• Skills:
• Attention to detail and high level of accuracy.
• Strong organizational and time-management skills.
• Ability to communicate effectively, both verbally and in writing.
• Proficiency in Microsoft Office Suite (Excel, Word).
• Ability to handle confidential information with discretion
• Demonstrated ability to manage multiple tasks simultaneously, such as processing invoices, coordinating payments, and addressing vendor inquiries, all while maintaining a high level of accuracy.
• Capable of handling competing priorities and adjusting focus quickly to meet deadlines without sacrificing quality or attention to detail.
• Strong sense of urgency in managing time-sensitive tasks, ensuring that all invoices and payments are processed within established deadlines.
• Able to work efficiently under pressure, especially during month-end and year-end closing periods or when managing a high volume of transactions.
• Prioritizes tasks effectively to meet deadlines, ensuring that payments are made promptly to avoid late fees and maintain vendor relationships.

Working Conditions:

• Office environment, with typical business hours.
• Occasional overtime may be required during month-end or year-end closings.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Please indicate the volume you have worked with for invoicing?

Education:

• Associate (Required)

Experience:

• Invoice Processing: 1 year (Required)
• Data entry: 1 year (Required)

Work Location: Hybrid remote in Baltimore, MD 21201

Salary : $23 - $27