Accounts Payable Specialist
Location: Warren, New Jersey
The Accounts Payable Specialist is responsible for managing the full accounts payable cycle, and ensuring timely and accurate processing of invoices and payments. This role plays a key part in maintaining strong vendor relationships and supporting the organization’s financial integrity.
Schedule: Hybrid (3+ days onsite)
Salary Range: 62-70K
Key Responsibilities
Receive, review, verify, and process vendor invoices for accuracy, proper authorization, matching to purchase orders/receipts (3-way match), and correct coding to general ledger accounts/cost centers.
Enter and upload invoices into accounting/ERP software (Microsoft Dynamics).
Prepare and process payments via check, ACH, wire transfer, credit card, or other methods while avoiding late fees.
Monitor payment schedules, track due dates, and manage aging payables to optimize cash flow.
Reconcile vendor statements, resolve discrepancies, research invoice/payment issues, and handle vendor inquiries professionally.
Research and resolve purchase order, contract, invoice, or payment discrepancies and documentation issues.
Maintain organized records of invoices, purchase orders, approvals, payments, and related documentation (physical and digital filing/archiving).
Assist with month-end closing procedures, including AP accruals, journal entries, and sub-ledger to general ledger reconciliations.
Calculate and report sales/use tax on paid invoices as required; prepare related filings.
Prepare and issue 1099 forms or similar tax reporting documents annually.
Provide supporting documentation for internal/external audits and ensure adherence to company policies, GAAP/internal controls, and fraud prevention measures.
Identify and monitor opportunities for process improvements.
Communicate effectively with vendors, department heads, and procurement teams regarding payment status, invoice issues, or required approvals.
Perform ad-hoc projects, data analysis, and support for accounting team initiatives as assigned.
Required Qualifications & Skills
High school diploma or equivalent (required); Associate's or Bachelor's degree in Accounting, Finance, Business, or related field (preferred).
2–5+ years of progressive accounts payable or related accounting experience.
Proficiency with accounting software/ERP systems and Microsoft Office (especially Excel for data analysis, reconciliations, and reporting).
Understanding of basic accounting principles, accounts payable processes, and internal controls.
Excellent attention to detail, organizational skills, and accuracy in high-volume transaction environments.
Good analytical and problem-solving abilities to research and resolve discrepancies.
Effective verbal and written communication skills for vendor and internal interactions.
Ability to prioritize tasks, meet deadlines, and handle confidential financial information.
Knowledge of payment methods (ACH, wire, check) and basic tax compliance (e.g., 1099 reporting, sales tax).
Preferred Qualifications
Experience with automated AP workflows, invoice scanning/OCR tools, or electronic payment systems.
Familiarity with multi-entity or multi-currency environments.
High attention to detail
Interfaces with lots of internal but also external partners so good presentation and language skills
Used to working in a SOX-level internal control environment including handling payments
Microsoft Dynamics experience a small plus
Some kind of finance or accounting degree (even not completed) is a plus, I'd take someone with solid experience over an overly educated one.
Behavioral skills:
Curiosity: Keep on exploring uncharted territories. Always ask “why?” and more importantly “why not?”,
Courage: Take smart risks, mentor each other to always do better & be accountable for our choices, our opinions, and our actions,
Collaboration: Teamwork and spirit. Support each other and be equally involved in the achievement of our common goals,
Credibility: Be transparent, follow through and build trust. Educate ourselves about our unique technology.
