Accounts Payable Specialist

• Local candidates
• 100% onsite

REQUIRED QUALIFICATIONS:

• Minimum 3 years of hands-on accounts payable experience, including full-cycle ownership.
• Direct experience with three-way match in a manufacturing or distribution environment with inventory and purchase orders.
• Working proficiency in a tier-one or mid-market ERP; Microsoft Dynamics 365 Finance & Supply Chain Management preferred.
• Strong Excel skills — lookups, pivot tables, and comfort reconciling large transaction files.
• Demonstrated understanding of AP internal controls, segregation of duties, and fraud risk.
• Precision under volume. The role requires accuracy at pace, not accuracy or pace.
• Clear, professional written and verbal communication with vendors, buyers, and internal stakeholders.
• Minimum education: High school graduate or GED.

POSITION SUMMARY:

The Accounts Payable Specialist owns the full payables cycle end to end — from vendor onboarding and invoice intake through three-way match, payment run, and month-end close support — within a Microsoft Dynamics 365 Finance & Supply Chain Management environment.

This is not a data-entry role. The person in this seat is the control point for cash disbursement: they are expected to catch what should not be paid, hold the line on documentation, and keep the payables ledger clean enough that close is a formality rather than an investigation. The role sits in a small, high-visibility accounting team with direct exposure to the Finance & Systems Manager and meaningful latitude to improve the processes they inherit.

REQUIRED RESPONSIBILITIES:

Accounts Payable Operations:

• Own the complete AP cycle for domestic and international vendors: invoice receipt, coding, approval routing, posting, and payment.
• Perform three-way match across purchase order, product receipt, and vendor invoice in D365 F&SCM; research and resolve price, quantity, and receipt variances directly with Purchasing and Receiving.
• Execute weekly payment runs across ACH, check, wire, and credit card; ensure correct payment terms, discount capture, and cash timing.
• Maintain sub-ledger integrity — no aged unmatched receipts, no stale open invoices, no unexplained AP aging.
• Manage vendor statement reconciliations and resolve discrepancies before they reach close.

Vendor Master & Internal Controls:

• Onboard new vendors: collect and validate W-9 / W-8 documentation, banking details, payment terms, and remit-to data.
• Execute the vendor bank account change control workflow, including independent callback verification to a known-good contact. Treat every banking change request as suspect until verified.
• Serve as a front-line defense against payment fraud, duplicate invoicing, and unauthorized disbursement.
• Maintain complete, audit-ready documentation for every vendor record and payment.

Expense Reporting & Corporate Cards:

• Administer employee expense reports and corporate card programs: review submissions against policy, resolve incomplete substantiation, and post to the correct GL accounts and cost centers.
• Enforce policy consistently and diplomatically across all levels of the organization.

Close, Reporting & Compliance:

• Support monthly close: AP accruals, unvouchered receipt analysis, sub-ledger to general ledger reconciliation, and assigned account reconciliations.
• Prepare annual 1099 filings and maintain supporting vendor classification data.
• Compile schedules and supporting documentation for external audit and tax preparers.
• Assist with sales and use tax review on vendor invoices.

Process Improvement:

• Identify manual steps, workarounds, and control gaps in the current payables process and propose fixes.
• Partner with the Finance & Systems team on D365 workflow configuration, automated invoice capture, and reporting improvements.
• Document procedures so the function is repeatable and not dependent on any single person’s memory.

Secondary Coverage:

• Provide backup coverage for accounts receivable — cash application, customer invoicing, and collections follow-up — during absences and peak periods.
• Additional job duties as required.

PREFERRED QUALIFICATIONS:

• Minimum education: Associate’s degree in accounting, finance, or business administration.