Accounts Payable Specialist POST NUMBER: 432531
Summary: This position is responsible for is responsible for managing accounts payable functions, processing payments, verifying invoices, reconciling statements, and ensuring all payments are completed timely and accurately. This role involves working with multiple departments and maintaining relationships with vendors to resolve payment and billing issues.
Essential Duties and Responsibilities Includes the following:
- Open and process all incoming mail.
- Receive, review, and process vendor invoices for accuracy, ensuring correct coding and timely entry into the accounting system.
- Clarify any questionable invoice items, prices or receiving.
- Obtain proper information and/or data regarding invoice payments.
- Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.
- Monitor GRIR (Goods Received, Invoice Received) report. Involves investigating aging receipts without an invoice, ensuring all invoices have receipts tied to them and/or approvals.
- Responsible for setting up and managing ACH & Wire transactions.
- Prepare, schedule, and process payments by check, ACH, wire transfer, or credit card as per company policies.
- Prepare electronic files for bank upload for check processing and Positive Pay
- Print, obtain signatures and mail all accounts payable checks.
- Reconcile accounts payable transactions, vendor statements, and resolve discrepancies in a timely manner.
- Review and verify employee expense reports to ensure accuracy and compliance with company policies.
- Assist with month-end closing and prepare AP reports, including aging reports and cash flow projections.
- Maintain 1099 Vendors and File annual Federal reporting.
- Ensure compliance with internal controls, policies, and procedures for all accounts payable processes.
- Maintain and manage relationships with vendors, respond to inquiries, resolve payment discrepancies, and address issues to ensure vendor satisfaction.
- Maintain accurate and organized records, including invoices, payment files, and supporting documents for auditing and compliance purposes.
- Assist CFO and HR when needed.
- Understands the importance of good housekeeping and working in a safe manner.
- Other duties may be assigned.
Education and/or Experience:
- High School or GED equivalent
- Minimum Preferably of 2-4 years in the accounting field
Skills:
- Preferably proficient in accounting software (Sage and/or Epicor a big ).
- Strong understanding of accounts payable processes and general accounting principles.
- Excellent attention to detail and organizational skills.
- Strong communication skills for internal and external coordination.
- Ability to work independently and as part of a team in a fast-paced environment.
- Basic understanding of any and/all resources used in accounting environment.
- Familiarity with financial regulations and tax requirements related to accounts payable.
- Ability to handle confidential information with discretion.
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.