Accounts Payable Specialist
15 days ago
Moonachie
This a contract to hire position \n A well-established manufacturing organization is seeking an experienced and detail-oriented Accounts Payable Specialist to join its Finance and Accounting team. \n This position is responsible for the accurate and timely processing of vendor invoices and payments while maintaining strong internal controls, complete documentation, and positive vendor relationships. The Accounts Payable Specialist will work closely with Purchasing, Receiving, Operations, Supply Chain, and Accounting to research and resolve invoice discrepancies and ensure transactions are recorded accurately. \n The ideal candidate is organized, analytical, comfortable working in a high-volume environment, and able to take ownership of issues through resolution. Manufacturing experience is preferred, particularly experience working with purchase orders, three-way matching, receiving discrepancies, freight invoices, and ERP-based Accounts Payable processes. \n Key Responsibilities \n\n • Process a high volume of vendor invoices accurately and within established payment terms.\n, • Review invoices for completeness, accuracy, proper authorization, and appropriate supporting documentation.\n, • Perform two-way and three-way matching between purchase orders, receiving records, and supplier invoices.\n, • Research and resolve discrepancies involving:\n, • Pricing\n, • Quantities\n, • Purchase orders\n, • Receiving\n, • Freight charges\n, • Duplicate invoices\n, • Credits\n, • Tax\n, • Payment terms\n, • Work closely with Purchasing, Receiving, Supply Chain, Operations, and plant personnel to resolve invoice exceptions.\n, • Code non-purchase-order invoices to the appropriate general ledger accounts, departments, and cost centers.\n, • Review invoices for proper sales and use tax treatment.\n, • Verify that required approvals are obtained before invoices are released for payment.\n, • Monitor invoices placed on hold and follow up with appropriate departments to ensure timely resolution.\n, • Maintain accurate and complete vendor records and supporting documentation.\n, • Review vendor statements and reconcile outstanding invoices, credits, and payments.\n, • Research vendor inquiries regarding payment status, short payments, missing invoices, deductions, and account discrepancies.\n, • Identify and prevent duplicate invoices and duplicate payments.\n, • Assist with scheduled ACH, check, wire, and electronic payment runs.\n, • Verify payment details and supporting documentation prior to payment release.\n, • Research returned or rejected payments and coordinate corrective action.\n, • Maintain accurate records of vendor credits and ensure credits are applied appropriately.\n, • Process freight, utility, service, maintenance, and other operational invoices as assigned.\n, • Assist with employee expense reports and corporate purchasing-card transactions when required.\n, • Maintain organized electronic Accounts Payable records in accordance with company policies and retention requirements.\n, • Support vendor setup and maintenance, including W-9 documentation, tax information, banking details, and payment terms.\n, • Assist with annual 1099 reporting and vendor tax documentation as applicable.\n, • Support internal and external audit requests by providing invoice, payment, and vendor documentation.\n\n Manufacturing-Specific Responsibilities \n\n • Review invoices associated with raw materials, components, production supplies, maintenance, freight, equipment, and plant services.\n, • Resolve differences between purchase orders, goods received, and supplier invoices.\n, • Work with Receiving and Purchasing teams to identify missing receipts or incorrect receiving quantities.\n, • Research purchase-price and quantity variances when invoice amounts do not agree with the purchase order.\n, • Monitor aged unmatched invoices and purchase-order exceptions.\n, • Assist with resolving received-not-invoiced and invoiced-not-received transactions.\n, • Support accurate recording of manufacturing and operational expenses in the appropriate accounting period.\n, • Assist Accounting with AP-related accruals and outstanding liability analysis during month-end close.\n, • Help ensure costs are assigned to the appropriate department, facility, cost center, or general ledger account.\n, • Communicate professionally with domestic and international suppliers when applicable.\n\n Month-End & Accounting Support \n\n • Assist with monthly Accounts Payable close activities.\n, • Reconcile AP-related general ledger accounts and investigate differences.\n, • Review open invoices, outstanding credits, and unmatched transactions.\n, • Assist with month-end accruals for goods and services received but not yet invoiced.\n, • Research aged AP items and help resolve long-standing discrepancies.\n, • Prepare AP reports and supporting schedules as requested.\n, • Support financial audits and internal-control testing.\n, • Assist the Accounting team with special projects and process-improvement initiatives.\n\n Vendor Management \n\n • Respond promptly and professionally to supplier inquiries.\n, • Build productive working relationships with key vendors.\n, • Research vendor statements and identify missing invoices, unapplied credits, or payment discrepancies.\n, • Maintain accurate vendor master information.\n, • Follow established controls for vendor banking changes and payment instructions.\n, • Escalate unusual or potentially fraudulent vendor requests in accordance with company procedures.\n\n Qualifications \n\n • 3+ years of Accounts Payable or closely related accounting experience preferred.\n, • Experience working in a manufacturing, distribution, industrial, or high-volume purchasing environment strongly preferred.\n, • Experience with purchase orders and three-way matching.\n, • Strong understanding of Accounts Payable processes and internal controls.\n, • Familiarity with general ledger coding and basic accounting principles.\n, • Experience processing ACH, check, wire, and electronic payments.\n, • Strong Microsoft Excel skills.\n, • Experience working with ERP or integrated accounting systems.\n, • Ability to research and resolve complex invoice and vendor discrepancies.\n, • Strong organizational and time-management skills.\n, • Excellent attention to detail and accuracy.\n, • Ability to manage multiple priorities and meet payment and month-end deadlines.\n, • Strong written and verbal communication skills.\n, • Ability to work effectively with employees at all levels of the organization.\n, • Professional and responsive approach to vendor communication.\n, • Ability to handle confidential financial and banking information appropriately.\n\n Preferred Qualifications \n\n • Manufacturing Accounts Payable experience.\n, • Experience processing high-volume PO-based invoices.\n, • Experience with three-way matching.\n, • Experience resolving receiving and purchase-order discrepancies.\n, • Familiarity with freight and transportation invoices.\n, • Experience with multi-location or multi-plant organizations.\n, • Exposure to inventory-related accounting.\n, • Experience with ERP systems such as SAP, Oracle, JD Edwards, Microsoft Dynamics, Infor, or similar platforms.\n, • Experience supporting month-end close and AP reconciliations.\n, • Associate's or Bachelor's degree in Accounting, Finance, Business, or a related field is a plus.\n\n What Success Looks Like \n A successful Accounts Payable Specialist will: \n\n • Process invoices accurately and on schedule.\n, • Catch discrepancies before incorrect payments are issued.\n, • Maintain clean and accurate vendor accounts.\n, • Resolve purchase-order and receiving issues efficiently.\n, • Reduce the number of aged or unmatched invoices.\n, • Respond to vendors and internal partners promptly.\n, • Maintain complete and audit-ready documentation.\n, • Understand and follow Accounts Payable controls.\n, • Take ownership of issues and follow them through resolution.\n, • Build strong relationships with Purchasing, Receiving, Operations, Supply Chain, and Accounting.\n, • Consistently look for ways to improve accuracy, efficiency, and Accounts Payable processes.\n\n Why This Opportunity \n This is a strong opportunity for an experienced Accounts Payable professional who wants to join a stable, established manufacturing organization and become an important part of the Finance team. \n The role provides exposure to the full Accounts Payable cycle and offers the opportunity to work closely with multiple areas of the organization, including Purchasing, Supply Chain, Receiving, Operations, and Accounting. \n The successful candidate will join a collaborative environment that values accuracy, accountability, teamwork, continuous improvement, and strong customer service to both internal partners and external suppliers.
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