Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Location: Knoxville

Department: Finance/Accounting

Reports To: Controller

Job Summary:

The Accounts Payable Specialist is responsible for managing the company’s outgoing payments, ensuring timely and accurate processing of invoices, maintaining vendor relationships, and supporting the overall financial team. The ideal candidate will be detail-oriented, organized, and capable of working in a fast-paced environment.

Key Responsibilities:

· Invoice Processing: Receive, review, and verify invoices for accuracy against purchase orders or contracts; ensure all documentation is complete before processing.

· Payment Processing: Prepare and process payment runs via checks or electronic transfers; maintain appropriate records.

· Vendor Management: Establish and maintain positive relationships with vendors; respond to inquiries regarding account status or payment issues.

· Data Entry & Record Keeping: Accurately enter invoice data into the accounting system; maintain organized files for all accounts payable documents (invoices, receipts).

· Reconciliation: Reconcile vendor statements monthly to ensure accuracy in accounts payable records.

· Expense Reports: Review employee expense reports for compliance with company policies; process reimbursements as needed.

· Month-End Close Support: Assist in month-end closing procedures by preparing reconciliations and summaries related to accounts payable activities.

· Reporting & Analysis: Generate reports on outstanding payables, cash flow forecasts related to payables, etc., as required by management.

· Daily AR Deposit Clearing: Process daily deposits from various sources including checks, electronic payments, and credit card transactions; ensure accurate recording in the accounting system.

· Bank Reconciliation: Perform monthly bank reconciliations to verify account balances; investigate discrepancies between bank statements and company records.

· Finance Charges / Past Due List Management: Generate finance charge assessments on overdue accounts; maintain an updated past due list to assist in effective collections.

· 1099 Preparation & Audit Assistance: Prepare 1099 forms at year-end for contractors; assist with internal and external audits by providing necessary documentation related to receivables.

· Sales Tax Reporting: Calculate sales tax obligations based on revenue generated; prepare periodic sales tax reports for filing with governmental agencies.

· Property Taxes Management: Track property tax liabilities associated with company assets; ensure timely payments are made in accordance with deadlines set by local authorities.

· Equipment Listing & Licensing Compliance: Maintain a comprehensive listing of equipment owned or leased by the company, ensuring all licenses are current and compliant with regulatory requirements.

Education:

· Bachelor’s degree in Accounting, Finance, Business Administration preferred.

Experience:

· Proven experience working in accounts payable or similar role (typically 1–3 years).

Skills:

· Proficiency in accounting software (e.g., AgVance), Microsoft Excel (vlookups/pivots), word-processing software.

· Strong attention to detail with excellent organizational skills.

· Ability to manage multiple priorities while meeting deadlines effectively.

· Excellent communication skills both written and verbal.

· Strong analytical thinking combined with problem-solving abilities.

· Team player who works well independently.

Benefits:

· 401k matching

· Dental Insurance

· Health Insurance

· RTO

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person