AP Specialist POST NUMBER: 445749
Job Summary:
We are looking for a meticulous and organized Accounts Payable Specialist to join our finance team. In this role, you will be responsible for handling the day-to-day accounts payable functions, ensuring timely and accurate processing of invoices, and maintaining strong vendor relationships. You will play a vital role in maintaining the integrity of our financial records and ensuring compliance with company policies.
Key Responsibilities:
• Process and review incoming invoices for accuracy, completeness, and adherence to company policies.
• Verify and match invoices to purchase orders and receipts.
• Ensure accurate coding of invoices to the correct accounts and cost centers.
• Ensure invoice exceptions are addressed and cleared timely to ensure vendor payments comply with vendor terms.
• Reconcile vendor statements and resolve discrepancies or payment issues.
• Conduct in-depth research to identify and analyze exceptions or discrepancies in data, reports, or operations.
• Ensure all vendor accounts are current, and aged items are addressed timely.
• Clear communication with vendors, colleagues and managers.
• Assist in month-end closing by ensuring that all accounts payable transactions are recorded accurately.
• Maintain an organized filing system for all accounts payable documents.
• Respond to vendor inquiries and provide clear and accurate communication regarding payment status.
• Maintain accurate records and ensure compliance with company financial policies and tax regulations.
• Assist with preparing and analyzing reports related to accounts payable activities.
• Assist in process improvements and cost-saving initiatives within the accounts payable function.
• Collaborate with other departments to ensure smooth financial operations.
• Ensure defined internal controls are followed.
• Other duties as assigned.
Qualifications:
• High school diploma or equivalent (Bachelor’s degree in Accounting, Finance, or related field is a plus).
• Minimum of 5 years of experience in accounts payable or a similar accounting role.
• Proficiency in accounting software (e.g., Oracle, Dynamics 365, etc.) and Microsoft Excel.
• Knowledge of accounts payable processes and accounting principles.
• Strong attention to detail and accuracy in handling financial transactions.
• Excellent time management skills with the ability to prioritize tasks and meet deadlines.
• Strong communication skills to interact effectively with vendors and internal teams.
• Ability to handle sensitive financial information with discretion and confidentiality.
• Team player with a proactive attitude and a willingness to improve processes.
Preferred Skills:
• Experience with ERP systems (e.g., Oracle, Dynamics 365).
• Familiarity with tax compliance and reporting requirements related to accounts payable.
• Familiarity with EDI invoice exception processing.
• Familiarity with international accounts payable processes and multi-currency transactions.
• Management of high-volume vendor accounts and invoice processing.
• High proficiency in Microsoft Excel (vlooks, xlookups, pivot tables, etc).
• Ability to evaluate complex situations and make recommendations for resolution.
• Attention to detail.
• The ability to conduct thorough research to gather relevant information from multiple sources and present findings in a clear and actionable format.
• The ability to prioritize tasks, manage competing deadlines and efficiently allocate time to meet targets.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.
Vaco by Highspring 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 by Highspring 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 by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring 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 by Highspring 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 by Highspring 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 by Highspring 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 by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring 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 by Highspring 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 by Highspring 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.