Accounts Payable Specialist

About the Role
We are seeking a detail-oriented Accounts Payable Analyst to support high-volume invoice processing, payment processing, and expense report review. This is a hands-on execution and quality-focused role responsible for ensuring accuracy, completeness, and compliance across AP transactions while maintaining strong internal controls.
The role does not have invoice approval authority. The team currently processes approximately 100–200 invoices per week, depending on invoice type.
Key Responsibilities
Invoice Processing
Process high volumes of vendor invoices, ensuring accurate coding, documentation, vendor details, amounts, and due dates.
Match invoices to purchase orders and receipts where applicable.
Verify required approvals are obtained before processing.
Identify duplicate invoices, incorrect billing, and unusual items and escalate as needed.
Ensure invoices are recorded in the correct accounting period.
Payment Processing
Prepare and support weekly payment runs, including ACH, wire, and check payments.
Coordinate payment timing based on cash needs and vendor terms.
Monitor AP aging and help resolve outstanding balances, credits, and discrepancies.
Track invoices that should not be paid and require follow-up.
Concur Expense Report Review
Review employee expense reports for policy compliance, receipts, business purpose, and correct expense types.
Verify coding and documentation and identify duplicate transactions.
Return non-compliant reports with clear guidance or escalate exceptions.
Ensure reports are audit-ready before approval routing.
Vendor Management & Support
Set up and maintain vendor records, including W-9s, ACH details, and required documentation.
Respond to vendor inquiries and resolve payment issues.
Assist with vendor reconciliations and discrepancy resolution.
Coordinate with procurement and internal teams regarding invoice and billing questions.
Month-End Close Support
Assist with AP close activities, including invoice completeness and cutoff validation.
Identify and document out-of-period invoices.
Support AP subledger tie-outs and reconciliation activities.
Maintain tracking logs and supporting schedules for audit purposes.
Internal Controls & Compliance
Ensure transactions meet documentation and audit standards.
Follow established AP SOPs and control procedures.
Maintain organized and complete supporting documentation within Sage Intacct and related systems.
Escalate unusual or high-risk activity.
Qualifications
Required
3–5+ years of Accounts Payable or accounting experience. Strong candidates slightly outside this range may also be considered.
Strong experience with high-volume invoice processing.
Hands-on experience with ERP systems; Sage Intacct is preferred.
Experience processing ACH, wire, and check payments.
Experience reviewing expense reports against travel or expense policies.
Strong attention to detail and accuracy.
Ability to manage deadlines in a fast-paced environment.
Preferred
Experience working in a multi-entity environment.
Experience with Concur or a similar expense reporting system.
Familiarity with ConnectWise or other procurement systems.
Understanding of AP controls, audit requirements, and 1099 processes.
Multi-entity and Concur experience are nice-to-have qualifications rather than strict requirements.
Position Details
Employment Type: Permanent
Compensation: USD $6/hour
ERP: Sage Intacct
Invoice Volume: Approximately 100–200 invoices per week
Focus: Invoice processing, payment preparation, expense report review, vendor support, and AP close activities
Success Metrics
Accurate and timely invoice processing with minimal errors
Clean and well-maintained AP aging
Accurate and timely payment runs
High-quality and compliant expense report reviews
Complete, audit-ready documentation
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Work arrangement
Yes