Accounts Payable Specialist job description

Job brief

We are seeking a detail-oriented Accounts Payable Specialist to join our finance team and take ownership of our vendor payment operations processing over $50M annually. In this role, you will ensure timely and accurate processing of invoices, maintain strong vendor relationships, and contribute to our month-end close process while supporting continuous improvements in our AP automation initiatives. You'll work closely with procurement, receiving, and accounting teams using our SAP ERP system to maintain clean financial records and optimize payment processes. If you have a passion for accuracy, process improvement, and building vendor partnerships, this role offers excellent growth opportunities.

What is a Accounts Payable Specialist?

An Accounts Payable Specialist is a finance professional who manages the complete vendor payment lifecycle, from invoice receipt and approval routing to payment processing and vendor relationship management. Working primarily with ERP systems such as SAP, Oracle, or NetSuite, Accounts Payable Specialists ensure accurate three-way matching of purchase orders, receipts, and invoices while maintaining compliance with internal controls and regulatory requirements. Their meticulous work directly impacts cash flow management, vendor relationships, and the organization's financial reporting accuracy.

What does a Accounts Payable Specialist do?

Daily, an Accounts Payable Specialist processes vendor invoices by performing three-way matching against purchase orders and receiving documents, routes invoices through approval workflows, and resolves discrepancies with purchasing teams and vendors. They generate weekly AP aging reports, prepare payment batches using ACH, wire transfer, or check processing systems, and maintain vendor master files with updated W-9 forms and payment terms. They also respond to vendor inquiries about payment status, reconcile vendor statements, and support month-end closing activities by accruing unpaid invoices and preparing AP rollforward schedules.

Key responsibilities

• Process vendor invoices through three-way matching against purchase orders and receiving documents using SAP or similar ERP systems
• Execute weekly payment runs via ACH, wire transfers, and check processing while maintaining proper authorization controls
• Generate and analyze AP aging reports to identify overdue payments and resolve vendor disputes or discrepancies
• Maintain vendor master files including W-9 collection, payment terms updates, and banking information changes
• Reconcile monthly vendor statements and resolve variances with purchasing teams and external suppliers
• Support month-end closing by preparing accrual entries, AP rollforward schedules, and cut-off testing documentation
• Respond to vendor inquiries regarding payment status, invoice discrepancies, and account reconciliation requests
• Collaborate with procurement teams to resolve purchase order mismatches and implement process improvements

Requirements and skills

• Proficiency in ERP systems such as SAP, Oracle, NetSuite, or Microsoft Dynamics with AP module experience
• Strong knowledge of three-way matching, purchase order processing, and vendor payment workflows
• Advanced Excel skills including VLOOKUP, pivot tables, and financial reporting formulas for AP analytics
• Understanding of internal controls, segregation of duties, and Sarbanes-Oxley compliance requirements
• Experience with ACH processing, wire transfer protocols, and electronic payment systems like Bill.com or AvidXchange
• Associate's degree in Accounting, Finance, or related field, or equivalent AP processing experience
• Ability to manage high-volume invoice processing while maintaining accuracy under tight deadlines
• Strong analytical skills to identify discrepancies, resolve vendor disputes, and recommend process improvements

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