Accounts Payable Specialist

The Account Payables Specialist is responsible for supporting the organization’s vendor and installer payables functions and ensuring transactions are processed accurately, on time, and in accordance with established accounting policies and internal controls.

This position handles invoice processing, vendor maintenance, purchase-order matching, employee expenses, installer payments, account reconciliations, payment preparation, and month-end close support. The Payables Specialist works closely with vendors, installers, Operations, and other internal departments to research discrepancies, obtain required documentation, and resolve payment-related questions.

The successful candidate will be detail-oriented, organized, comfortable working with high volumes of financial information, and able to independently research routine discrepancies while escalating matters requiring approval or management judgment.

Location: Onsite at 43rd avenue and Washington (Corporate Office)
Hours: Monday-Friday 7am-4pm or 8am-5pm.The position works under recurring weekly payment and month-end close deadlines. Occasional overtime may be required based on workload and business needs.
Compensation: $24-26
Reports to: Senior Accountant

Major Duties and Responsibilities

• Review invoices for completeness, accuracy, appropriate authorization, payment terms, and required supporting documentation.
• Compare invoices to purchase orders, receiving documentation, contracted pricing, approved quotes, and other applicable records.
• Code invoices to the appropriate legal entity, location, department, general ledger account, and other required accounting classifications.
• Enter invoices, credits, and related transactions accurately and timely in the accounting system.
• Identify and research duplicate invoices, incorrect charges, missing documentation, unapplied credits, pricing discrepancies, and other exceptions requiring follow-up.
• Coordinate with vendors and internal departments to obtain missing information and resolve routine invoice or payment discrepancies. Escalate matters requiring additional approval or management judgment.
• Respond professionally and timely to vendor inquiries regarding invoice status, scheduled payments, outstanding documentation, credits, and other accounts-payable matters.
• Establish and maintain vendor records, including collecting and reviewing Forms W-9 and other required vendor documentation.
• Process vendor banking, remittance, address, and other sensitive changes only after completing required verification and fraud-prevention procedures.
• Maintain accurate and complete vendor files, payment records, tax documentation, and support documentation.
• Review vendor statements and accounts-payable aging reports to identify missing invoices, past-due balances, unapplied credits, duplicate charges, outstanding payments, and other items requiring attention.
• Process and track vendor credit memos and refunds and ensure available credits are appropriately applied.
• Reconcile the accounts-payable subledger and related records to ensure invoices, credits, and payments are completely and accurately recorded.
• Receive, review, and process employee expense reports, ensuring expenses have appropriate support, approval, coding, and business purpose.
• Process installer-payment amounts provided and approved by Operations.
• Confirm installer payments have the required approval and supporting documentation before processing.
• Follow up with Operations when installer-payment information is incomplete, inconsistent, or requires clarification.
• Respond professionally and timely to installer questions regarding payment status, missing payments, deductions, and payment timing. Refer disputes regarding the underlying payment calculation or approved payment amount to Operations.
• Prepare scheduled vendor and installer payment batches by reviewing due dates, payment terms, approvals, available credits, supporting documentation, and potential duplicate payments before submitting batches for management review and release.
• Support month-end close by reviewing accounts-payable activity for missing invoices, unrecorded liabilities, outstanding credits, and expenses that may require accrual.
• Communicate potential accrual items and support information to the Senior Accountant within established month-end close deadlines.
• Assist with year-end vendor tax reporting and 1099 preparation by maintaining complete and accurate vendor tax information and supporting documentation.
• Support internal and external audit requests by providing invoices, approvals, payment documentation, vendor records, reconciliations, and other requested support.
• Assist with documenting, improving, and streamlining accounts-payable procedures while maintaining appropriate segregation of duties and internal controls.
• Maintain the confidentiality of vendor, installer, banking, tax, employee, and company financial information.
• Perform other related duties as assigned.

Knowledge, Skills, and Qualifications

• Two to three years of accounts payable experience preferred. Equivalent experience in accounting, bookkeeping, or high-volume financial transaction processing may be considered.
• High school diploma or equivalent required. Additional accounting coursework or an associate degree in accounting, finance, or a related field is preferred.
• Experience with NetSuite or another ERP/accounting system is preferred.
• Working knowledge of Microsoft Excel, including sorting, filtering, lookups, pivot tables, and basic data reconciliation.
• Strong attention to detail and commitment to accuracy.
• Ability to organize and prioritize multiple responsibilities under recurring weekly payment and month-end close deadlines.
• Ability to work independently on routine responsibilities while recognizing when a matter requires additional approval or escalation.
• Ability to compare information from multiple sources and identify incomplete, inconsistent, unusual, or potentially duplicate transactions.
• Strong problem-solving skills and the ability to research discrepancies and gather appropriate supporting information.
• Strong written and verbal communication skills.
• Ability to interact professionally and courteously with vendors, installers, employees, and internal departments.
• Ability to follow established authorization, documentation, banking-verification, fraud-prevention, and confidentiality procedures.
• Dependable attendance and punctuality are essential requirements of the position.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to operate standard office equipment, including a computer, copier, printer, and scanner.
• Ability to lift up to 10 pounds as needed.