Job Description

Overall Responsibility: The Accounts Payable Specialist is responsible for the accurate and timely processing of financial transactions related to accounts payable. This role plays a key part in maintaining strong financial controls and ensuring the efficiency of the accounting department. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced environment.

Essential Functions:

• Process vendor invoices, ensuring proper coding and approval according to internal controls and general ledger requirements.
• Reconcile vendor statements and promptly resolve any discrepancies.
• Review and process employee expense reports in compliance with company policies.
• Perform American Express (Amex) reconciliations and ensure all transactions are documented and accurately recorded.
• Prepare and process payments to vendors via checks and ACH, ensuring accuracy, timeliness, and appropriate authorization.
• Upload and manage Positive Pay files to ensure secure check disbursement and prevent fraudulent activity.
• Perform daily bank reconciliations to ensure all transactions are recorded and discrepancies are addressed promptly.
• Maintain up-to-date accounts payable records and support month-end closing procedures.
• Monitor and track subcontractor invoices, ensuring alignment with project budgets.

General Duties:

• Support internal audits by providing documentation and explanation of transactions.
• Identify opportunities to improve processes and increase efficiency in AP workflows.
• Communicate effectively with vendors, clients, and internal stakeholders to address issues promptly.

Needed Skills:

• Strong proficiency in Deltek Vision ERP or similar financial management software preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, and Outlook).
• Excellent organizational skills, with the ability to prioritize tasks and meet deadlines consistently.
• Ability to adapt to change in the workplace.
• Ability to take direction and work independently and have the knowledge and skills to deliver primary job responsibilities.
• Microsoft Excel skills (e.g., pivot tables, VLOOKUP, formulas).
• Excellent organizational and time-management skills.
• High level of accuracy and attention to detail.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to manage multiple projects simultaneously and thrive in a fast-paced environment.
• Strong problem-resolution skills and the ability to take direction.
• Excellent communication skills, including writing, editing, and proofreading.
• Ability to maintain confidentiality and handle sensitive information.

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Education/Experience Minimum:

• Associate or Bachelor’s degree in accounting, Finance, or related field (or equivalent experience) preferred.
• 2+ years of experience in accounts payable
• In possession of appropriate documentation to legally gain and maintain employment in the US.
• Ability to create and maintain productive relationships with employees, clients, and vendors

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