Accounts Payable Specialist
Pay: $25.00-$30.00 per hour
Possible Temp to Hire
Invoice Intake & Entry
- Enter 100% of invoices within 2 business days of receipt (email or paper).
- Triage the A/P inbox twice daily (by 10:00 a.m. and 3:00 p.m.); log sender, action taken, and date/time.
- Ensure invoices are properly coded to accounts, cost centers, and projects.
Three-Way Match & Discrepancies
- Perform three-way match (PO ↔ receiving ↔ invoice) for all PO’d invoices.
- Escalate any mismatch (qty/date/price) within 1 business day.
- Clear discrepancies within 3 business days and adjust PO/receiving paperwork once resolved (retain approval/adjustment documentation).
Non-PO Invoices
- Obtain sign-off before entry
- Maintain a running Pending-Approval List and email it every Mon/Wed/Fri to the approver group until each item is approved.
Cash Application / Payments
- Apply payments to invoices within 2 business days of cash withdrawal/remittance.
- Send an updated A/P aging by end of day each Friday.
- Monitor for duplicate payments and ensure vendor credits are properly applied.
Vendor Statements & Reconciliations
- Request vendor statements on the 10th and 25th of each month for vendors with annual spend >$20k.
- Reconcile statements within 3 business days of receipt; document gaps and follow-ups in a Statement Tracking Sheet.
- Maintain an up-to-date vendor request list (adjust as spend changes).
Vendor Master Data Management
- Maintain accurate vendor master records in Sage (names, addresses, tax IDs, payment terms, banking info).
- Collect, verify, and securely store W-9s and ACH/banking details.
- Ensure new vendor setup requests are supported with an Add/Change Vendor Checklist (W-9, ACH or online payment details, authorized signer approval, product/service description for proper coding).
- Prevent and monitor for duplicate vendor records.
Compliance & Internal Controls
- Verify invoices meet state/federal tax requirements (e.g., Texas sales/use tax coding).
- Maintain segregation of duties between invoice entry, approval, and payment.
- Retain supporting documentation for audit purposes (invoices, approvals, payment evidence).
- Support external and internal audits by preparing requested samples and reconciliations.
Month-End Close Support
- Confirm all invoices through cutoff are entered and coded.
- Prepare A/P subledger reconciliation to the general ledger.
- Flag open POs, unmatched receipts, and aged items requiring accrual or cleanup.
- Provide data for accrual entries of invoices not yet received.
Reporting & Analytics
- Generate weekly A/P aging and escalate past-due balances.
- Track and report invoice processing volumes and error rates.
- Monitor and report early-payment discounts taken/missed.
- Provide spend analysis by vendor/category when requested.
Communication Service Levels
- Respond to vendor/supplier emails within 2 business days.
- Respond to internal requests within 1 business day.
- Escalate unresolved vendor issues promptly to supervisor.
Quality & Audits
- Participate in weekly spot-audits of Sage invoice coding (date, amount, GL account) with a target of <1% error rate.
- Maintain one owner of the A/P inbox with a named backup; use a triage log for accountability.
- Keep SOPs (desk procedures) current for all assigned tasks.
Cadence & Support
- Join daily 10-minute stand-up with supervisor for blockers/priorities.
- Join weekly 15-minute check-in with supervisor to review metrics, statement tracker, pending approvals, and audit results.
Cross-Functional Collaboration
- Partner with Purchasing/Receiving to resolve mismatches proactively.
- Coordinate with Treasury/Cash Management to align check runs with cash flow.
- Provide timely support to employees and vendors regarding payment inquiries.
Professional Standards
- Maintain strict confidentiality of vendor banking and company financial data.
- Uphold high standards of accuracy and timeliness.
- Support a culture of accountability and continuous improvement.
