Accounts Payable Specialist POST NUMBER: 429975
The Accounts Payable Specialist will be responsible for managing and processing all vendor invoices and payments, ensuring accuracy and compliance with company policies, and maintaining detailed records of all transactions. This role will support the finance team in a manufacturing environment, requiring familiarity with both standard accounting principles and the specific needs of a manufacturing business.
Key Responsibilities:
- Invoice Processing & Verification:
- Receive and review all invoices from vendors and suppliers.
- Verify the accuracy of invoices against purchase orders, delivery receipts, and contracts.
- Ensure proper coding of invoices based on the general ledger chart of accounts.
- Resolve discrepancies between purchase orders, receipts, and invoices in a timely manner.
- Vendor Payments:
- Prepare and process payment runs (checks, ACH, wire transfers).
- Ensure timely payment of vendor invoices in accordance with company payment terms.
- Maintain a schedule of upcoming payments and manage cash flow by prioritizing payments.
- Process employee expense reimbursements and corporate credit card statements.
- Recordkeeping & Reconciliation:
- Maintain accurate and up-to-date accounts payable files and records.
- Reconcile accounts payable ledger to the general ledger.
- Track outstanding payables and ensure correct aging reports are maintained.
- Assist with month-end and year-end closing procedures by ensuring accurate financial reporting.
- Vendor Relations:
- Serve as the primary point of contact for vendor inquiries regarding payment status, invoice discrepancies, and account issues.
- Maintain positive relationships with suppliers and vendors.
- Manage vendor account set-up, including collecting tax forms (W-9, etc.), and verifying vendor information.
- Compliance & Reporting:
- Ensure all accounts payable processes comply with company policies, internal controls, and accounting regulations.
- Assist in the preparation of reports and audit schedules for internal and external audits.
- Stay informed on changes to relevant accounting rules and tax regulations (e.g., sales tax compliance, 1099 reporting).
- Cost Control & Efficiency:
- Review and identify opportunities to improve the efficiency of accounts payable processes, leveraging technology and automation where possible.
- Assist in the development and implementation of cost-saving initiatives related to the procurement and payment process.
- Collaboration with Other Departments:
- Work closely with the purchasing department to ensure accurate and timely receipt of materials and services.
- Collaborate with production and inventory teams to ensure correct inventory purchasing and cost allocation.
- Communicate with the finance team to address cash flow issues and optimize payment processes.
Required Qualifications:
- Education:
- Bachelor’s degree in Accounting, Finance, or a related field.
- Experience:
- 2 years of experience in accounts payable or accounting, preferably in a manufacturing or industrial environment.
- Experience with ERP software (e.g., SAP, Oracle, Microsoft Dynamics, NetSuite) and Microsoft Office Suite (Excel, Word, Outlook).
- Familiarity with PO and non-PO invoice processing.
- Skills & Abilities:
- Strong attention to detail and accuracy.
- Ability to work independently and prioritize tasks in a fast-paced environment.
- Excellent problem-solving and analytical skills.
- Strong verbal and written communication skills.
- Understanding of basic accounting principles and the accounts payable process.
- Knowledge of sales tax regulations and 1099 reporting requirements.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.