Accounts Payable Specialist

An Accounts Payable Specialist in a wholesale tobacco distribution company is responsible for managing financial transactions while ensuring compliance with tobacco tax regulations, excise tax laws, and other industry-specific financial requirements. This role requires attention to detail, strong knowledge of tax regulations, and effective vendor management to maintain seamless operations.

Key Responsibilities

1. Invoice & Payment Processing

• Receive, review, and verify vendor invoices for accuracy, compliance, and proper tax application.
• Match invoices with purchase orders, receipts, and inventory records.
• Code invoices with appropriate general ledger (GL) accounts and cost centers.
• Process payments via checks, ACH, or wire transfers while ensuring payment schedules align with cash flow management.
• Address and resolve discrepancies between invoices, purchase orders, and received goods.

2. Tobacco & Excise Tax Compliance

• Ensure accurate calculation and payment of state and federal excise taxes on tobacco products.
• Stay updated on tobacco tax laws, reporting requirements, and any changes in regulations at the local, state, and federal levels.
• Work closely with finance and compliance teams to submit required excise tax reports and filings to government agencies.
• Maintain accurate records of tobacco product purchases, excise tax payments, and inventory reconciliations.

3. Vendor & Supplier Management

• Maintain and update vendor accounts, payment terms, and tax documentation (such as W-9s and excise tax exemption certificates).
• Address vendor inquiries regarding payment status and tax-related concerns.
• Ensure compliance with supplier contracts and negotiate payment terms to optimize cash flow.

4. Reconciliation & Financial Reporting

• Reconcile accounts payable transactions with financial statements and tobacco tax filings.
• Assist in month-end and year-end closing processes related to payables, taxes, and compliance reports.
• Generate aging reports on outstanding payables and analyze trends in vendor payments.
• Assist auditors and regulators by providing accurate documentation and tax records.

5. Compliance & Record-Keeping

• Maintain detailed records of excise tax filings, invoice payments, and vendor communications for audit purposes.
• Ensure compliance with tobacco industry financial regulations, including the Alcohol and Tobacco Tax and Trade Bureau (TTB) and state revenue agencies.
• Monitor and adhere to regulatory changes that impact wholesale tobacco transactions and tax obligations.

6. Process Improvement & Technology

• Identify ways to streamline accounts payable processes and improve compliance tracking.
• Assist in implementing automation tools for invoicing, tax calculations, and payment processing.
• Train internal teams on best practices for financial compliance in tobacco wholesale.

Key Skills & Requirements

✅ Experience in accounts payable within the wholesale or tobacco industry (preferred).
✅ Strong knowledge of tobacco excise tax regulations, tax filings, and compliance reporting.
✅ Proficiency in accounting software (e.g., QuickBooks, ManageMore).
✅ Attention to detail in reconciling financial records and ensuring tax compliance.
✅ Ability to work with vendors, regulatory agencies, and internal finance teams.
✅ Strong understanding of purchase orders, invoicing, and inventory-related financial transactions.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 36 – 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• Accounts payable: 1 year (Required)

Ability to Commute:

• Reno, NV 89502 (Required)

Ability to Relocate:

• Reno, NV 89502: Relocate before starting work (Preferred)

Work Location: In person

Salary : $20 - $25