Accounts Payable Specialist

Accounts Payable Specialist (Part-Time)

Overview:

This role is responsible for managing all aspects of accounts payable, including processing daily invoices, ensuring timely and accurate payments, reconciling vendor accounts, and supporting employee expense reimbursements in line with the semi-monthly payroll cycle. The Accounts Payable Specialist will collaborate closely with the finance team to ensure accurate reporting and compliance with internal policies.

Key Responsibilities:

Electronic Accounts Payable Process

• Manage all accounts payable functions across multiple business entities.
• Route incoming vendor invoices—received electronically or by mail—for proper review and approval based on organizational hierarchy.
• Accurately code invoices to appropriate general ledger and subledger accounts in line with the approved budget.
• Ensure timely approvals in the invoice processing system; follow up with approvers as needed.
• Perform system actions to finalize invoice entries into the accounting platform.
• Generate weekly check and ACH payment runs; maintain logs and compile documentation for payment support.
• Prepare wire and ACH payment requests for international transactions, including all necessary backup documentation.

Accounts Payable Month-End Close

• Coordinate monthly and year-end closing processes for the A/P subledger in partnership with finance team members.
• Review subledger reports for accuracy and prepare reconciliation documents for review.
• Identify and resolve account discrepancies; collaborate on necessary reclass entries.
• Compile A/P-related documents and departmental travel reports for the financial reporting package.
• Prepare summaries of executive travel expenses for quarterly board meetings.
• Post monthly accruals and journal entries; assist with generating reports for financial statements.
• Support financial close activities as needed.

Travel & Expense (T&E) Management

• Review T&E reports submitted through the company’s expense management system for compliance with internal policies.
• Flag non-compliant entries and communicate necessary corrections.
• Provide approved T&E reimbursement reports for each payroll cycle.
• Reconcile corporate credit card transactions with submitted expense reports.
• Prepare monthly uploads of T&E and credit card data, including batch processing and reconciliation tasks.
• Submit all journal entries for review and approval by senior finance staff.

Mail & Cash Receipts Handling

• Collect mail daily to retrieve checks and finance-related correspondence.
• Sort and distribute items to the appropriate finance personnel.
• Maintain a detailed daily log of received checks for remote deposit processing.

Additional Accounts Payable Duties

• Assist with preparation of year-end tax forms (e.g., 1099-NEC, 1099-MISC).
• Initiate vendor and ACH setup requests; follow up with internal approvers for completion.
• Respond to inquiries regarding payments, vendor balances, and account activity.
• Track outstanding checks and manage voids/stop payments.\
• Monitor and maintain necessary office supplies (check stock, toner, envelopes).
• Assist with unclaimed check resolution and special A/P projects as needed.

Qualifications:

• Bachelor’s degree in Accounting or Finance required.
• Prior accounts payable experience preferred.
• Proficiency in accounting software and Microsoft Office Suite, especially Excel.
• Familiarity with month-end/year-end accounting processes and journal entries.
• Customer service background a plus.

Key Competencies:

• Strong analytical and problem-solving skills
• Ability to manage multiple tasks in a fast-paced environment
• Collaborative, team-oriented mindset
• Professional, positive attitude with the ability to work under pressure
• Discretion and attention to confidentiality
• Excellent communication skills, both written and verbal
• High attention to detail and organizational skills
• Sound judgment when applying travel and expense policies to transactions

Schedule:

• Part-time: 20–24 hours per week
• Minimum 4-hour shifts
• Work schedule must fall within standard business hours