AP SPECIALIST JOB DESCRIPTION
We are seeking an Accounts Payable Specialist to manage our shared vendor mailbox, audit incoming requests for completeness, ensure adherence to 1099MISC regulations, and verify details against our Excel vendor database. This role requires precision and efficiency in handling vendor set-up and updates.
An Overview of Accounts Payable Specialist Job Description Responsibilities and Qualifications
1. Joining the Vendor-Payment team as an AP Specialist positions one at the heart of a dynamic 5-member unit within the broader 30-person Accounts Payable division. This role entails managing and safeguarding the accuracy and integrity of the Insights vendor database and payment systems. Responsibilities include meticulous maintenance of vendor records - both creating and updating, as well as overseeing the Payment Desk through the orchestration of daily payment operations. This position is pivotal for ensuring seamless vendor relations and financial transactions.
AP Specialist Roles and Responsibilities:
- While sharing a central mailbox, review and action vendor set up-related
- Assist with maintaining the shared vendor mailbox workload
- Audit of incoming requests for completeness emailed and occasional phone call follow-up.
- Audit of all requests against an Excel version of the vendor database.
- Follow 1099MISC rules when setting up/updating vendors.
- Follow Insights policies and procedures.
- Call foreign vendors to confirm wire payment banking information.
- Partner with AP Manager and teammates on shared projects (70%)
- Vendor database project - duplicates review, include reviewing vendors for open purchase orders, open invoices, tracking the status of payment of open invoices.
- Calling/emailing vendors for missing W-9s.
- Updating vendor records per IRS 1099MISC regulations.
- Electronic payments onboarding project - reach out to new vendors via email/phone calls to encourage them to enroll for ACH payments.
- Process daily USPS and internal mail.
- Assist with financial and operational audits.
- Manage and maintain an exception queue in the invoice workflow software.
- Support internal customers, respond to inquiries and provide excellent customer service and follow-through.
AP Specialist Skills, Experience, Qualifications:
- High school diploma or general education degree and 2 minimum years of professional work experience.
- Exposure to Accounting ERP software. SAP experience a plus.
- Prior experience setting up vendors or equivalent duties requiring a very high level of accuracy.
- Prior experience generating payment runs/check runs.
- Experience with Microsoft Office.
- Strong oral and written communication skills
- Professional manner and strong work ethic
- Bright, confident and self motivated personality
- Able to work independently
- Exceptional, consistent attention-to-detail and ability to share a workload.
- Adaptability and tenacity.
- A can-do attitude.
2. The Accounts Payable Specialist is responsible for the daily processing of all invoices, including those from subcontractors, ensuring their proper filing and tracking. They play a crucial role in maintaining strong relationships with each subcontractor through regular meetings, facilitating the review and approval of invoices by managers. Additionally, this position handles the preparation of inventory purchase orders in response to requests, overseeing their submission for managerial approval.
Accounts Payable Specialist Duties:
- Perform monthly inventory count and inventory reconciliation
- Prepare monthly Subcontractor Matrix report
- Work with Subcontractors for any discrepancy issues
- Process employee expense reports and other A/P related check requests
- Negotiate expense pay terms with vendors
- Assist in the financial accounting period close process
- Generate system A/P aging reports
- Bank account reconciliation & Monthly Cash Flow
- Perform monthly General Ledge entries and reconciliation
- Assist Accounting Team with Inventory forecasting.
- Prepare appropriate schedules and reports as requested
- Assist with office and sales & service team operations in other areas and in various projects.
- Inventory control experience is strongly preferred
- Associate degree in Accounting required.
Accounts Payable Specialist Skills, Abilities and Experience
- Bachelor's in Accounting/Finance desired.
- Thorough understanding of GAAP and Accounting principles
- Intermediate to advanced level Excel
- Strong analytical, research and problem solving skills
- Proficient in Microsoft Office Suite and Google Docs with an emphasis on Excel
- Excellent organizational and time management skills with the ability to prioritize tasks and meet tight deadlines
- Detail oriented with a high level of accuracy
- Strong written and verbal communication skill
- Outstanding organizational skill
- Excellent attention to detail.
- A proactive attitude
Editorial Process and Content Quality
This content is developed by the Lamwork Editorial Team using structured analysis of real-world job data, skill requirements, and hiring patterns.
Research framework by Lam Nguyen, Founder & Editorial Lead.
Reviewed by Thanh Huyen, Managing Editor.
Learn more about our editorial standards.