AP SPECIALIST JOB DESCRIPTION

As the AP Specialist, you ensure vendor invoices are processed accurately, approved through correct channels, and paid in compliance with company policy and agreed trading terms, directly protecting the organization's cash position and supplier standing. You work within the Finance or Accounting department, supporting month-end close cycles and reporting to an AP Manager or Finance Manager while collaborating daily with Procurement, FP&A, and external vendor contacts.

Career Impact: Hands-on ownership of purchase-to-pay processes and sub-ledger reconciliation builds the technical depth that AP Managers and Controllers look for when promoting from within.

Business Impact: Vendors paid on time and on terms keep procurement pipelines open - a breakdown in invoice processing directly delays purchasing capacity for every department that depends on it.

Growth Opportunity: Exposure to 3-way and 4-way PO matching, SOX 404 compliance environments, and cross-functional audit support positions you for advancement into Senior AP Specialist or AP Team Lead roles.

• Review incoming vendor invoices for accuracy, proper authorization, and supporting documentation before entry into the accounting system.
• Code and post PO and non-PO invoices to correct general ledger accounts in accordance with departmental procedures.
• Conduct 2-way and 3-way matching of invoices against purchase orders and receiving documents to validate amounts and terms.
• Reconcile vendor statements monthly and resolve discrepancies, past-due balances, and disputed items with suppliers.
• Process payment runs, including checks, ACH transfers, and wires, within approved schedules and policy controls.
• Maintain and update the vendor master file, including new vendor setup, banking changes, and W-9 documentation.
• Support month-end and year-end close by preparing AP aging schedules, accruals, and reconciliations between the sub-ledger and general ledger.
• Respond to internal and external inquiries regarding invoice status, payment timing, and account discrepancies.

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent work experience.
• 2 or more years of accounts payable experience, with demonstrated exposure to high-volume invoice environments.
• Working knowledge of general ledger coding, chart of accounts, and AP sub-ledger reconciliation.
• Ability to perform 2-way and 3-way purchase order matching accurately and consistently.
• Strong organizational skills with proven ability to manage competing deadlines without sacrificing accuracy.
• Clear written and verbal communication skills for vendor correspondence and internal stakeholder coordination.
• Proficiency in spreadsheet applications at an intermediate level, including use of lookup functions and pivot tables.

• Prior experience in a shared service centre or multi-entity AP environment handling cross-border vendor payments.
• Familiarity with SOX 404 internal controls as applied to AP and cash disbursement processes.
• Experience processing employee expense reports within a formal policy compliance framework.
• Exposure to 1099 preparation, W-9 collection, and year-end vendor tax documentation workflows.

• Invoice processing accuracy rate, measured as percentage of entries requiring correction or reversal.
• Days payable outstanding, reflecting how consistently payment terms are met across the vendor portfolio.
• Vendor statement reconciliation completion rate as a percentage of open accounts resolved each month-end.
• Month-end close task completion on schedule, tracked against the AP closing calendar.
• Aging balance reduction rate, measured by percentage of invoices over 60 days resolved per period.
• Typical tools: ERP platforms (commonly SAP or Oracle); productivity suite (commonly Microsoft Excel, Outlook, Word).

• Base Salary Range: $42,000 - $62,000 per year
• Bonus: Discretionary annual bonus, typically 3-5% of base
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage
• PTO: 10-15 days annually, plus standard federal holidays
• Common Perks: 401(k) with employer match, hybrid schedule options at many employers

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is a condition of employment for this position, as access to financial records and vendor payment systems requires verification of prior employment and credentials. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

• Verify accuracy of vendor invoices and confirm correct general ledger account codes are used and properly approved.
• Handle accounts payable for various entities and vendors.
• Establish and maintain relationships with new and existing vendors.
• Manage accounts payable using accounting software and other programs.
• Analyze workflow processes.
• Ensure bills are paid in a timely and accurate manner while adhering to departmental procedures.
• Validate amounts, terms of payment and other charges.
• Process transactions and perform accounting duties such as account maintenance, recording entries and reconciling books of accounts.
• Verify vendor accounts, invoices, and payment discrepancies.
• Process journal entries in AS-400 system as needed.
• Handle new vendor set up and vendor changes to include agreeing to weekly reporting.

• Bachelor's degree preferred.
• 1-2 years of experience in Accounts Payable.
• Knowledge of basic accounting and bookkeeping concepts preferred.
• Proficient with Microsoft Word and Excel.
• Detail-oriented, accurate, well-organized, and analytical.
• Ability to prioritize and multi-task in a fast-paced environment.
• Ability to handle confidential information discreetly and professionally.
• Excellent oral and written communication skills.

Embedded within the accounts payable scanning and indexing team, the AP Specialist is responsible for high-volume entry, review, and checking of documents into the ERP system with close attention to detail and basic calculations. Working closely with local entity associates and the Team Leader, the role delivers accurate daily document throughput, timely status reporting, and stable scanning and indexing operations.

Core Functions

• Index all incoming AP taxable documents.
• Match invoices with open and related receipts in ERP system.
• Book small invoice variances in accordance with guidelines.
• Route discrepant invoice details to the responsible associate in the local entity for resolution.
• Provide daily status report on number of documents scanned, indexed, and outstanding by category.
• Archive and return original documents to local entities in the prescribed format.
• Escalate equipment failures or problems and take appropriate action to rectify faults.
• Provide general assistance and support to the Team Leader.
• Act as point of contact for all operational matters of scanning and indexing team processes.
• Track team targets and suggest actions to Team Leader.
• Resolve team incidents under the supervision of the Team Leader.

Qualifications & Experience

• Bachelor's degree required.
• 1-2 years of general working experience, with accounting or finance experience as an asset.
• Intermediate knowledge of data entry and problem-solving judgment.
• Analytical thinking mindset.
• Written and spoken English skills required.
• Excellent verbal and written communication skills.
• Strong detail orientation and ability to meet deadlines in a fast-paced environment.

Reporting to the FP&A team and Group accounting leadership, the AP Specialist is responsible for recording supplier invoices into the AP subledger, performing supplier payments, and managing aged balances across all entities. Partnering with internal and external customers on account inquiries and monthly reconciliations, the role ensures accurate general ledger to sub ledger alignment and sound financial closing that supports the Group Purchase-to-Pay process.

Primary Duties

• Ensure appropriate recording and payment of supplier invoices in respect of internal control procedures.
• Record supplier invoices into the AP subledger and obtain proper approvals for payment.
• Implement all required processes and procedures related to the Group Purchase-to-Pay process.
• Close expenses in respect of planning in conjunction with the FP&A team and Group accounting principles.
• Perform supplier payments.
• Work with internal and external customers regarding account inquiries.
• Analyze accounts and manage aged balance for all invoices due or not due.
• Prepare monthly reconciliation between the general ledger and the subledger.
• Perform balance reconciliation for monthly closing.
• Manage supplier needs.

Skills & Qualifications

• College degree (4-year), preferably in Finance or Accounting.
• Technical understanding of ERP systems, with PeopleSoft a plus.
• Competence in document imaging software and Adobe Acrobat.
• Strong Microsoft Office skills, most importantly Excel, Word, and PowerPoint.
• Demonstrated experience serving internal and external customers and suppliers.
• Strong analytical, problem-solving, and reconciliation skills.
• Ability to work in a paperless, high-volume, fast-paced environment with strong organizational skills.
• Quick learner and self-starter, able to work independently or within a team.

Sitting at the intersection of accounts payable operations and cross-functional vendor resolution, the AP Specialist processes PO and non-PO invoices and creates and verifies service entry sheets within SAP's Vendor Invoice Management module. Operating across AP departments, requestors, Supply Chain, and Field Office representatives, the role ensures accurate invoice throughput and issue resolution that keeps vendor payments and internal controls on track.

Duties

• Provide accounts payable invoice processing support in VIM/SAP.
• Review and process incoming invoices and create and verify service entry sheets in SAP VIM module.
• Interact regularly with AP departments, requestors, AP help desk, and financial analysts to provide team support.
• Process PO and non-PO invoices for payment in VIM/SAP.
• Work with Supply Chain, Field Office representatives, and other internal contacts to resolve issues.
• Maintain familiarity with policies, training guidelines, and procedures.
• Recommend and evaluate improvements and streamlining opportunities in areas of responsibility.
• Assist with special projects as needed.

Requirements

• Proficient in data entry with ability to perform in a fast-paced, high-volume environment.
• Proficiency in Microsoft Office applications, including Excel, Outlook, and Word.
• Excellent written and verbal communication skills.
• Ability to handle and complete multiple tasks under pressure and meet deadlines.
• Ability to work well with others in a team environment with a positive attitude.
• Adapt well to change.

A key member of the accounts payable function, the AP Specialist delivers timely and accurate invoice processing in SAP, auditing employee expense reports in Concur for policy compliance and proper classification of business expenses. Collaborating across approving managers and internal and external customers on inquiry resolution, the role ensures invoice routing, payment release, and expense report accuracy remain aligned with RNA policies.

Functions

• Process invoices via SAP in a timely and accurate manner.
• Reconcile vendor accounts to ensure invoices are received and processed by AP on time.
• Audit employee expense reports in Concur for policy compliance and proper classification of business expenses.
• Ensure invoices received are scanned into SAP and properly routed for approval or matched against approved purchase orders.
• Respond to inquiries from internal and external customers regarding invoice, payment, and expense report status.
• Ensure invoices processed comply with RNA policies.
• Coordinate payment release or return of expense reports to employees.
• Liaise with approving managers to resolve deviations from policy.

Experience & Qualifications

• Minimum two years of relevant experience.
• Experience with SAP and workflow-based invoice systems.
• Concur experience a plus.
• Proficient in Microsoft Office programs, including Word, Excel, and PowerPoint.
• Strong communication skills with ability to work both in a team and independently.
• Self-starter able to work with minimal supervision.

Accurate, on-time vendor payments across AU, NZ, and SG entities depend on the AP Specialist, who processes vendor credit applications, BAS and payroll tax payments, and manages cash flow forecasting, treasury, Concur, credit card, and fleet functions. Based within a global organisation using SAP, the role enables the AP ledger to remain current with agreed vendor trading terms while sustaining compliance across monthly payroll tax submissions and internal and external audits.

Accountabilities

• Process vendor credit applications and manage payment processing and authorization follow-up for AU, NZ, and SG entities.
• Process tax payments, including BAS and payroll tax, and lodge monthly payroll tax submissions on state revenue portals.
• Organize EFT employee payments as required by HR.
• Assist with internal and external audits.
• Manage cash flow forecasting, treasury, Concur, credit card, and fleet functions.

Technical Qualifications

• Minimum 3 years of experience in an accounts payable role.
• FMCG or shared service centre experience an advantage.
• Understanding of general ledger coding.
• Previous experience with SAP is essential.
• Ability to handle high-volume workloads under time pressure while multitasking.
• Ability to perform your own tasks with minimal supervision and follow-ups.

As the AP Specialist, this role processes, verifies, and codes incoming PO and non-PO invoices and develops and updates accounting process documentation within a financial and accounting shared service center environment. The finance team relies on this work to deliver proper accounting process outcomes for the Retail Organization and to sustain continuous quality improvement and internal control compliance.

Activities

• Code, verify, and process invoices according to policies and procedures.
• Analyze incoming invoices to ensure accurate and timely processing, including verification and posting of PO and non-PO documents.
• Handle queries from suppliers and buyers.
• Develop and update accounting process and procedures documentation.
• Cooperate with the Retail Organization for proper accounting process delivery.
• Process SharePoint requests and support internal control testing.
• Perform quality checks and introduce continuous improvements within quality processes.

Position Requirements

• University degree in economics or finance with a major in Accounting preferred.
• Minimum 1 year of experience in a financial and accounting SSC environment.
• Good knowledge of general accounting principles and accounts payable processes.
• Proficient in Microsoft Office, especially Word, Excel, and PowerPoint.
• Fluent in German and English.
• Excellent organization, problem-solving, and analytical thinking skills.
• Goal-oriented and flexible.

Junior AP Specialist builds accurate, compliant invoice processing by transferring invoices from the invoice control system to the accounting system and assuring compliance with tax, legal, and accounting standards. Success in the position means transition activities are documented and stabilized, work instructions are current, and continuous improvement initiatives receive consistent frontline support.

Operational Focus

• Transfer invoices from the invoice control system to the accounting system.
• Assure invoice compliance with tax, legal rules, and accounting standards.
• Process incoming invoices in a timely and accurate manner.
• Support transition activities to secure stable operations.
• Develop work instructions and process descriptions.
• Support continuous improvement of processes and initiatives.

Knowledge, Skills & Abilities

• 0-2 years of working experience in accounting, or currently pursuing a bachelor's degree in Accounting, Finance, Economics, or similar.
• Understanding of basic accounting principles.
• MS Excel knowledge.
• SAP or other ERP system experience as an asset.
• Fluent in spoken and written English, with knowledge of another European language as an asset.

The AP Specialist produces reliable monthly closing outcomes by owning the purchase invoice and expense claim processes, performing balance sheet and bank reconciliations, and coordinating local inventory counts. Working with the local operations team and supporting statutory accounting, tax compliance, and audit requests within a multinational company, the role advances the integrity of local financial reporting across all closing procedures.

Key Deliverables

• Own the finance processes for purchase invoices and expense claims.
• Perform balance sheet reconciliations, including bank reconciliation.
• Coordinate and report local inventory counts.
• Assist local operations team with payout and accounting queries.
• Assist in local statutory accounting, reporting, tax compliance, and monthly closing procedures.
• Assist with local audit requests.

Professional Experience

• Foundational knowledge in accounting.
• Background in bookkeeping or accounting roles, preferably from a multinational company.
• Demonstrable experience of autonomous problem-solving in a fast-paced environment.
• Excellent MS Excel skills.
• Prior experience in NetSuite as an advantage.
• Fluent in Japanese and business-level English.

Embedded within the accounts payable function, the AP Specialist refines incoming document processing through invoice validation, matching, coding, discrepancy resolution, and recording into the AP system. Working closely with external suppliers and team members on vendor statement reconciliations and KPI achievement, the role advances accurate month-end close activities that keep the AP operation on target.

Areas of Ownership

• Process incoming accounts payable documents, including invoice validation, matching, coding, discrepancy resolution, and recording into the AP system.
• Communicate with external suppliers regarding requests and queries.
• Perform month-end close activities, reporting, and vendor statement reconciliations.
• Cooperate with team members with a focus on KPI achievement.

Education & Experience

• Relevant education in accounting or finance required.
• Previous accounts payable experience is an advantage.
• ERP system knowledge, such as SAP, Oracle, or Autopart is an advantage.
• User-level proficiency in Microsoft Office, including Outlook and Excel.
• Result-oriented with attention to detail and ability to meet deadlines.
• Positive attitude with good communication skills and flexibility under stress.

Reporting to accounts payable leadership, the AP Specialist identifies, matches, and verifies documents, keys payment information into the operating system, and invoices within Great Plains to confirm all customer billing requirements are met. Partnering with internal staff on phone and email inquiry resolution, the role supports accurate, timely disbursement that sustains customer billing integrity across the operation.

Role Responsibilities

• Identify, match, and verify documents received to confirm correct paperwork for payment has been submitted.
• Key payment information into the operating system.
• Verify all customer billing requirements are met for invoicing.
• Invoice in the operating system.
• Answer phone calls and research payment status in the operating system or Great Plains.

Background & Experience

• College degree required.
• Proficient with MS Office, including Excel, Word, and Outlook.
• Ability to identify and solve problems, perform under pressure, and meet deadlines.
• Ability to work with little or no supervision and work well in a team setting.
• Excellent communication, time management skills, and strong attention to detail.

Sitting at the intersection of accounts payable and broader finance department operations, the AP Specialist manages data entry, check writing, petty cash, and AP files while communicating with consumers, staff, parents, and visitors positively and helpfully. Operating within a nonprofit environment and reporting to the Supervisor and Facilities Manager, the role supports day-to-day financial accuracy and office and equipment upkeep that sustains organizational operations.

Job Functions

• Manage the accounts payable process, including data entry and check writing.
• Maintain petty cash and upkeep AP files and other related files.
• Assist with other Finance department needs as required.
• Communicate with consumers, staff, parents, and visitors positively and helpfully.
• Handle day-to-day upkeep of equipment and supply levels for the office area and finance department.
• Report maintenance needs to Supervisor and Facilities Manager.

Required Qualifications

• Extensive accounting experience required, with non-profit experience a plus.
• Cyma and Paycom software experience a plus.
• Good Excel skills, including V-LOOKUPs and Pivot Tables.
• High degree of accuracy and attention to detail.
• Able to work under deadlines and plan and prioritize work activities.
• Ability to communicate effectively in English, both speaking and writing.
• Excellent attendance, punctuality, and professional written and verbal communication skills.
• Ability to work well as a group leader or as part of a team, with flexibility in varied job assignments.

A key member of the global accounts payable team, the Lead Global AP Specialist oversees SAP EP1 error correction, vendor master data loading and cleanup, and support for SAP global implementation projects, including annual 1099 issuance and multi-country rollouts. Collaborating across business units, AIG country teams, and Concur and Workday platforms, the role advances data integrity and system reliability that underpin the organization's global AP infrastructure.

Leadership Responsibilities

• Assist with identification and correction of errors in SAP EP1 and manage SAP EP1 interface troubleshooting.
• Manage vendor loads and work with business units on vendor issues, keeping system tables updated and bank chains current.
• Test new system upgrades, changes, and enhancements.
• Manage AP for ATEM vendor and support SAP global implementation projects, including vendor master data cleanup and loading.
• Analyze and prepare data for annual vendor 1099 issuance.
• Assist with launching SAP in other AIG countries.
• Review and correct SAP employee accounts with missing or incomplete data cross-referenced in Concur or Workday.

Qualifications & Experience

• Bachelor's degree or equivalent, with accounting or finance background preferred.
• Robust knowledge of ERP systems, particularly SAP.
• Ariba, Fieldglass, and Concur experience preferred.
• Advanced Excel skills and strong finance, banking, and accounting knowledge.
• Solid problem-solving skills and strong attention to detail for identifying and resolving data anomalies.
• Ability to adapt to change, find creative solutions, simplify processes, and think outside the box.
• Quick learner with ability to resolve issues, prioritize work requests, and perform accurately under pressure.

Full-cycle accounts payable processing and SOX 404 controls compliance depend on the AP Specialist, who reconciles vendor statements, resolves invoice discrepancies with management and internal stakeholders, and partners with IT business partners on technical issues and system updates. Serving as a key contributor to quarterly and year-end close activities and continuous improvement projects, the role ensures disbursement accuracy and audit readiness across the full scope of accounts payable operations.

What You'll Do

• Interact with management and internal stakeholders to resolve invoice discrepancies.
• Reconcile vendor statements and work to resolve past due invoices.
• Identify and resolve exceptions and interpret data.
• Interact as a key contributor with IT business partners on technical issues and design.
• Participate in and drive continuous improvement projects and initiatives.
• Assist with and ensure successful quarterly and year-end close activities and audits related to Accounts Payable.
• Participate in testing and documentation for all system updates.
• Uphold corporate policies in Accounts Payable and cash disbursement areas and ensure SOX 404 controls compliance.
• Participate in ad hoc projects as needed.

Skills & Qualifications

• Bachelor's degree in Business preferred.
• 3-5 years of Accounts Payable processing experience, including global AP.
• Experience with ERP systems, PO and non-PO invoice processing, and 3-way and 4-way invoice matching, with OCR experience a plus.
• Proficient in Microsoft Office with knowledge of Excel.
• Strong critical thinking and analytical skills.
• Strong written and verbal communication skills with ability to work effectively with internal and external stakeholders.
• Action-oriented, solution-driven, highly accurate, and detail-oriented.
• Ability to work independently and adapt to change.

As the Senior AP Specialist, this role reviews invoices for documentation and approval, processes vendor payments and employee expense reports, and reconciles vendor statements to maintain strong vendor relationships and resolve payment disputes. The accounts payable team relies on this work to produce accurate month-end general ledger reconciliations, AP aging and closing schedules, and timely ACH, credit card, and stop payment processing that sustain the organization's financial controls.

Strategic Responsibilities

• Review all invoices for appropriate documentation and approval before payment, and work with finance and procurement to determine invoice coding.
• Process payments for vendor invoices, employee expense reports, and all other requests.
• Reconcile vendor statements and maintain strong vendor relationships to resolve payment disputes and ensure ongoing purchase ability.
• Set up and maintain ACH information for payees and create and maintain vendor files, including W-9s for new vendors.
• Produce month-end reports and perform general ledger account reconciliations.
• Reconcile and process monthly company credit card statements and ACH payments.
• Initiate stop payments, request cancelled checks, assist with expense accruals, and prepare monthly AP Aging and Closing Schedule.
• Manage AP email and correspondence.

Requirements

• AA degree in accounting, finance, or equivalent experience.
• 3-5 years of high-volume invoice processing.
• Experience with vendor account setup, including terms, pricing, and processing W-9s and 1099s.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and customer service skills.
• Strong verbal and written communication skills to support personnel and management.

AP Specialist coordinates full-cycle invoice and purchase order processing, including entering and coding invoices, cutting checks, processing vendor credit applications, and acting as liaison between departments and vendors to resolve billing questions. The work directly supports external audit readiness at fiscal year-end and sustained departmental accuracy across all payment, purchase order, and contractual rental agreement functions.

Day-to-Day Responsibilities

• Perform all AP tasks on a timely and accurate basis, including receiving and reviewing invoices, check requests, purchase orders, and change orders.
• Enter and correctly code invoices, cut checks for payment, and maintain purchase orders on a timely basis.
• Review, process, and pay monthly recurring rental agreements per contractual obligations.
• Process vendor credit applications and respond to billing questions as a liaison between departments and vendors.
• Assist department personnel with questions involving purchase orders, invoices, and payments.
• Assist external auditors at fiscal year-end, prepare and maintain year-end files, and perform other related duties as required.

Experience & Qualifications

• Associate degree desired.
• Minimum 2 years of accounts payable experience required.
• MS Dynamics preferred or other accounting software required.
• Intermediate skills in Outlook, Word, and Excel.
• Excellent written and verbal communication skills.
• Ability to interact at all levels of the organization.
• Strong organizational skills and proven ability to work in a fast-paced, deadline-oriented environment, balancing multiple priorities.

The AP Specialist creates a well-controlled, high-volume payables environment by prioritizing invoices for cash discount potential, classifying expenses against the general ledger, and reconciling vendor statements tied to inventory and purchase order discrepancies. Working with internal and external stakeholders across vendor correspondence and account inquiries, the role ensures accurate, confidential, and timely AP processing that supports both inventory maintenance and broader accounting functions.

Scope of Work

• Prioritize high volumes of invoices according to cash discount potential and payment terms.
• Review all invoices for appropriate documentation and approval before payment.
• Maintain understanding of the company's general ledger to properly classify invoices, expense reports, and check requests.
• Investigate and resolve problems associated with the processing of invoices and purchase orders.
• Receive, research, and resolve internal and external inquiries concerning account status and communicate resolutions to appropriate persons.
• Handle vendor correspondence via phone and email, reconcile vendor statements, and troubleshoot discrepancies.
• Maintain confidentiality of accounting documents, company records, and reports.
• Perform other duties and projects as required to support inventory maintenance and accounting functions.

Technical Qualifications

• Associate's or Bachelor's degree in Accounting preferred.
• Inventory-focused payable experience, with 3-5 years of high-volume AP processing.
• Experience working with an ERP such as SAP or NetSuite, including inventory-based payables.
• Prior experience leading a payable team or process preferred.
• Excellent attention to detail.
• Strong communication skills.
• A positive and friendly attitude.

Embedded within the accounts payable function, the AP Specialist reviews vendor invoices and check requests for accuracy and approval, processes inventory and non-inventory invoices, and reconciles AP with vendor statements to maintain a valid and accurate vendor database. Working closely with external vendors and employees on invoice status, payment matters, and disputed items, the role advances monthly AP close accuracy and compliance with accounting policies and procedures.

Work Activities

• Review vendor invoices and check requests for accuracy, proper approval, and appropriate documentation prior to entry into accounting system.
• Process invoices for inventory and non-inventory expenses.
• Reconcile AP with vendor statements and maintain valid and accurate vendor database and AP records.
• Ensure accurate and timely execution of monthly AP close and compliance with accounting policies and procedures.
• Communicate professionally with external vendors and employees regarding invoice status, payment matters, and resolution of disputed items.
• Assist with filing, organization of AP records, and audit request processing.

Position Requirements

• At least 1 year of Accounts Payable experience, with NetSuite or Oracle experience preferred.
• Thorough knowledge of accounts payable and general ledger systems, financial chart of accounts, and corporate procedures.
• Intermediate or advanced Excel skills.
• Experience working at a public company in a SOX environment preferred.
• Strong analytical skills with ability to analyze processes and suggest continuous improvements.
• Ability to work independently and on a team with emphasis on accuracy and timeliness.

Reporting to accounts payable leadership, the Senior AP Specialist reviews and imports submitted items for voucher creation, processes voucher and vendor payments, including wire payments and money orders, and maintains 1099 and W-9 files. Partnering with vendors and internal staff through the AP inbox, the role produces accurate AP reports and sales and use tax records that support month-end financial operations.

Performance Expectations

• Review and import submitted items into system for voucher creation and process voucher and vendor payments.
• Post electronic files for charges and prepare wire payments, request money orders, and prepare AP reports.
• Review and enter expense reimbursement requests and process payments.
• Record sales and use tax and research open invoices.
• Respond to vendor inquiries, follow up on outstanding checks, and monitor the AP inbox.
• Run and review reports to identify outstanding items and maintain files, including 1099s and W-9s.

Knowledge, Skills & Abilities

• Bachelor's degree in Accounting, Finance, or related field.
• 3 or more years of related experience.
• Understanding of sales and use tax compliance as a plus.
• Proficient with Chrome River or similar AP and expense systems.
• Proficiency in Microsoft Office.
• Detail-oriented with strong communication skills and ability to multi-task.

Sitting at the intersection of accounts receivable and accounts payable operations, the AP Specialist executes daily research and input of cash receipt data and payables invoices into the ERP system, verifying deposits and posting to accounts receivable and the AP module. Operating across digital storage management, payment processing, customer file maintenance, and monthly closings, the role ensures accurate AR and AP records and timely special reporting that support financial integrity.

Ownership Areas

• Research and input cash receipt data and payables invoices into the ERP system daily.
• Verify deposits and post to accounts receivable, and voucher and post to AP module.
• Match invoices paid to backup and ensure they are properly cleared on a timely basis.
• Maintain accurate customer files, including name changes, mergers, and address changes.
• Manage digital storage system for AR and AP, process payments, and assist in monthly closings.
• Handle special reporting as requested.

Professional Experience

• 1-3 years of similar AR and AP experience required.
• General accounting knowledge.
• Proficient in computer skills.
• Excellent typing and keyboard skills.
• Good written and verbal communication skills.
• Strong organization, prioritization, and time management skills.

A key member of the accounts payable function, the AP Specialist executes 3-way matching of purchase orders, receiving documents, check requests, and invoices in NetSuite, and maintains vendor master files. Collaborating with the warehouse team to verify item receipt discrepancies and monitoring the AP mailbox, the role ensures accurate invoice posting, weekly returns tracking, and vendor record integrity across the organization.

Core Responsibilities

• Review coding and entry of invoices and post batches in NetSuite.
• Monitor purchases returned weekly.
• Prepare accounts payable package, including 3-way matching with purchase orders, receiving documents, check requests, and invoices for input into NetSuite.
• Verify discrepancies in item receipts with the warehouse team.
• Maintain vendor master files in NetSuite and monitor AP mailbox.

Education & Experience

• Associate's degree or relevant experience, with a minimum of 2-4 years of AP experience.
• Experience with ERP systems, with NetSuite preferred.
• Strong Excel skills required.
• Strong organization and communication skills.
• Detail-oriented with ability to thrive in a fast-paced, deadline-driven environment.

Accurate, high-volume accounts payable invoice processing across a multi-facility healthcare organization depends on the AP Specialist, who processes AP invoices using OCR technology, including Kofax and ImageNow, routes invoices through Dignity Health policies, and coordinates daily mail pickup, scanning, and patient refunds. Based within one of three AP teams - OCR Validation, Processing, or Customer Service — and cross-trained across all functional areas, the role delivers customer service excellence and invoice throughput accuracy that sustain the department's operations.

Technical Responsibilities

• Receive, sort, and prepare incoming invoices, statements, and correspondence for scanning and distribution to appropriate AP staff.
• Coordinate daily mail pickup and delivery, including express packages.
• Scan invoices into imaging software and maintain all department equipment.
• Process AP invoices using OCR technology, including Kofax and ImageNow, in accordance with established best practices.
• Route invoices through process flow in accordance with Dignity Health policies and procedures, maximizing usage of Kofax technology.
• Process daily patient refunds and on-site check runs.
• Deliver excellent customer service.

Background & Experience

• High school degree required, with Associate of Arts or Bachelor of Science degree preferred.
• At least 3 years of combined experience in processing accounts payable invoices, preferably in a multi-facility healthcare organization.
• Detailed knowledge of accounts payable invoice processing preferred.
• Attention to detail with ability to solve problems in a fast-paced environment.
• Ability to learn new software quickly and transfer knowledge to others.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to work independently and under tight deadlines.

As the AP Specialist, this role coordinates review and processing of moderate-to-high complexity invoices in the Oracle AP module, including subcontract invoice compliance checks, 3-way and 2-way matching, and payment runs covering check, ACH, wires, and foreign payee handling. The accounts payable team relies on this work to guide audit response, vendor statement reconciliation, and purchase order discrepancy resolution within a public sector or government-adjacent accounting environment.

Project Responsibilities

• Review and process moderate-to-high complexity invoices using Oracle AP module for both 3-way and 2-way match.
• Review subcontract invoices to ensure compliance with applicable terms and conditions and monitor subcontract deliverable and payment requirements.
• Process payment runs including check, ACH, and wires, and handle void, cancel, re-issue, and recall of payments.
• Handle correspondence via mail, email, and telephone with internal staff and external vendors.
• Research and resolve all invoice and purchase order discrepancies and reconcile vendor statements.
• Respond to audit requests and handle foreign payee review and payment processing.

Minimum Qualifications

• High school diploma or equivalent with 3 or more years of accounting or finance experience, or Associate's degree in business, accounting, or related field with 2 or more years of experience.
• Minimum 2 years of experience in a high-complexity accounting department within a public sector, government, or similar organization.
• Basic knowledge of GAAP with demonstrated analytical and problem-solving skills.
• Prior experience with Oracle AP module and applicable Enterprise Business Systems preferred.
• Minimum 2 years of experience using accounting systems, word processing, and Excel.
• Excellent customer service orientation with attention to detail, accuracy, and ability to adapt to change.

AP Specialist manages vendor invoice and payment processing in NetSuite, including 3-way and 2-way invoice matching, vendor account reconciliation, and month-end reporting prepared for control testing and external audit accessibility. Success in the position means continuous improvements to systems and internal controls are identified and supported, and annual audit and quarterly review requests are accurately and timely prepared in alignment with public company requirements.

Delivery Expectations

• Process vendor invoices and payments accurately and in compliance with policies and controls.
• Conduct 3-way and 2-way invoice match to purchase orders and collaborate with the purchasing team to resolve discrepancies.
• Post vendor advances and prepayments in accordance with company policy.
• Reconcile vendor accounts, monthly vendor statements, and research and resolve supplier disputes.
• Maintain and update vendor master files in accordance with process and controls.
• Run month-end reporting and save for control testing and external audit accessibility.
• Ensure audit requests for annual audit and quarterly reviews are accurately and timely prepared in support of public company requirements.
• Identify and support continuous improvements to systems, processes, and internal controls.
• Support ad hoc accounting projects and analysis as required.

Required Qualifications

• BS degree preferred, with 3-5 years of Accounts Payable Specialist experience.
• Biotechnology experience preferred.
• Strong computer skills, including NetSuite, Excel, Word, and Adobe.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to work independently in a fast-paced environment and anticipate work needs.
• Ability to interact professionally with customers.
• Ability to effectively present information regularly to management and others as needed.

The AP Specialist crafts accurate, complete financial records by verifying and posting business transactions to ledgers and journals, compiling and checking source documents, and managing Brooks Facilities inquiries in coordination with the Accounting team. Working across payroll recordkeeping in Ultipro, accounts receivable and payable tasks, and the Brooks Member Services team, the role delivers financial and operational support that sustains facility management and customer service functions.

Key Responsibilities

• Process accounting receivables, payables, and other requested items as directed.
• Research and respond to all accounts receivable inquiries in a prompt manner.
• Check and verify source documents such as invoices, receipts, and statements.
• Manage Brooks Facilities inquiries and work directly with the Accounting team on overall facility management.
• Assist Payroll with recordkeeping and data entry in Ultipro, resolving issues with the Bookkeeper.
• Compile and verify source documents, including vouchers, invoices, purchase orders, and cash receipts for completeness and accuracy, and prepare reports.
• Verify and post details of business transactions to the appropriate ledgers and journals and total accounts.
• Assist the Brooks Member Services team as needed.

Qualifications & Experience

• High school diploma or GED with 2-4 years of related experience, or equivalent combination of education and experience.
• Proficient in MS Office, including Word, Excel, PowerPoint, and Outlook, with a typing speed of at least 25 WPM.
• Ability to handle PBX or multiple-line phone systems.
• Ability to read, write, and present information clearly in one-on-one and small group situations.
• Math ability, including computation of rates, ratios, percentages, and interpretation of bar graphs.
• Reasoning ability to carry out detailed written or oral instructions and deal with problems in standardized situations.

Embedded within the finance function of a cGMP protein therapeutics manufacturing organization, the AP Specialist manages vendor invoice input using 2-way and 3-way matching, oversees the Acubiz expense reporting tool including GL recording and expense report approvals, and assists with customer invoicing and past due balance follow-up. Working closely with internal departments and external parties on outstanding issues and research, the role runs accounts payable and receivable functions that support reliable financial operations for a compliant drug substance supply organization.

Core Functions

• Input vendor invoices into the system accurately and in a timely manner, including 2-way and 3-way match.
• Assist in preparation of weekly check runs and ensure all invoices and payments are properly filed.
• Oversee maintenance of the expense reporting tool Acubiz, including user maintenance, GL recording, and expense report approvals.
• Assist with oversight of company's P-Card and credit cards.
• Perform timely follow-up on outstanding issues, information requests, and interdepartmental and external research.
• Assist with customer invoicing, ensure customer payments are properly applied against outstanding balances, and follow up with customers on past due balances.

Skills & Qualifications

• High school diploma or equivalent required, with AA in Accounting preferred.
• 0-2 years of accounting experience.
• Experience with MS Dynamics AX, Axapta, or other ERP systems a plus.
• Intermediate proficiency with MS Suite, including Excel, Access, Word, and Outlook required.
• Ability to work with minimal supervision, understand detailed instructions, and consistently meet deadlines.
• Motivated problem-solver with strong attention to detail and ability to communicate clearly with internal and external customers.
• Demonstrated flexibility with changing priorities and ability to use independent judgment and initiative.