Accounts Payable Specialist

Position Summary - The Accounts Payable Specialist is responsible for helping with the accounts payable functions of the organization. This includes processing AP Invoices in compliance with state and federal regulations, ensuring timely payments to vendors, maintaining accurate financial records, and supporting the accounting team with month-end close activities. The ideal candidate will have a strong background in accounts payable and accounting systems, with the ability to improve processes and ensure accuracy in all financial transactions.

Essential Duties and Responsibilities

• Review and verify vendor invoices for accuracy and compliance with contract terms and vendor agreements.

• Ensure proper documentation, including lien waivers, insurance certificates, and progress reports, is submitted with invoices.

• Ensure timely payments to vendors in accordance with agreed terms.

• Reconcile payments and resolve discrepancies with subcontractors and project managers.

• Prepare payment batches, including checks, ACH transfers, or wire payments.

• Collaborate with project managers, labor compliance, and legal teams to address any issues related to vendor payments.

• Maintain effective communication with vendors regarding payment status and any discrepancies.

• Provide documentation and support for internal and external audits.

• Ensure vendor payment processes adhere to audit requirements and internal controls.

• Maintain accurate and up-to-date records of payments and vendor account balances.

• Assist in month-end close processes, including accruals for vendor costs.

• Generate reports related to vendor payments and outstanding balances for management.

• Ensure all vendor invoices are entered accurately and timely to adhere with departmental deadlines.

• Additional duties as needed.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. 

Education/Experience: A Bachelor’s Degree in Accounting is required, and 3 years of accounting experience is required.

Math Ability: Ability to apply advanced mathematical concepts such as financial and interest calculations.  

Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. 

Computer Skills: To perform this job successfully, an individual should have an intermediate knowledge of QuickBooks, Excel, Word and Outlook. Experience with Sage is preferred.

Certificates and Licenses: No certifications required.

Supervisory Responsibilities: No direct reports – however, this position as a senior member of the Accounting team is the mentor to the remainder of the accounting department.  

Work Environment: The department works primarily at their desks most of the time.  The noise level in the work environment is usually moderate.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Demands: While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle or feel.  The employee is frequently required to talk or hear.  The employee is occasionally required to stand, walk, reach with hands and arms and stoop, kneel, crouch or crawl for up to 12 hours per day.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above job description is not intended to be all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.