Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Job Overview:
The Accounts Payable (AP) Specialist is responsible for managing and processing the company’s financial transactions related to vendor payments. This role will involve using QuickBooks for invoice processing, maintaining financial records in Excel, and participating in vendor and payment audits to ensure the accuracy and compliance of all transactions. The AP Specialist will play a key role in supporting the accounting team and contributing to the smooth financial operation of the company.

Key Responsibilities:

Process and review vendor invoices for accuracy, proper coding, and approval in QuickBooks.
Use QuickBooks to enter accounts payable transactions and ensure accurate data entry into the system.
Reconcile vendor statements, resolve discrepancies, and follow up on overdue payments.
Participate in vendor and payment audits to verify the accuracy of payment records and ensure compliance with company policies and accounting standards.
Maintain an organized filing system for accounts payable records, both digitally and physically.
Prepare and process payments (via check, ACH, wire transfer, etc.) and ensure timely disbursements to vendors.
Generate and manage reports in Excel, including outstanding payables, payment trends, and audit findings.
Assist with month-end and year-end financial closings by providing necessary accounts payable reports and documentation.
Work closely with the accounting team to ensure all financial transactions are accurately recorded and comply with tax and regulatory requirements.
Assist with the preparation of 1099 forms at year-end and ensure proper tax compliance for vendors.
Communicate with vendors to resolve payment issues or discrepancies in a professional and timely manner.
Collaborate with internal teams to ensure efficient payment processing and resolve any issues that arise during the accounts payable cycle.
Ensure that all vendor contracts and payment terms are properly documented and followed.
Assist with the preparation of audits and provide necessary documentation to auditors as required.
Maybe ask to help assist with other projects if needed
Maintaining accounts payable inbox.
Participating in teaUpgrade to see actual infoetings.
Documenting update processes

Qualifications:

- An associate’s or bachelor’s degree in accounting, finance, or related field is preferred.
- Previous experience as an Accounts Payable Specialist or similar accounting role.
- Proficiency in QuickBooks and Excel (intermediate or advanced skills, including formulas and pivot tables).
- Strong knowledge of accounts payable processes and general accounting principles.
- Attention to detail and accuracy in processing invoices, payments, and audits.
- Excellent organizational and time-management skills with the ability to prioritize tasks in a fast-paced environment.
- Strong communication skills, both written and verbal, with the ability to interact professionally with vendors and internal teams.
- Ability to work independently and meet deadlines.
- Experience with vendor and payment audits, or willingness to learn, is a plus.
- Basic understanding of tax regulations related to accounts payable (e.g., 1099 compliance) is preferred.

• Have been using Adobe PDF or similar software for over 1 year
• Have been using Dropbox for over 1 year
• Must be self-motivated, detail and deadline oriented with superb follow-up and prioritization skills
• Must demonstrate the ability to perform in a busy work environment during high-volume periods


To apply, the following must be provided:
1. One minute video of you stating your name and why you think you should be hired.
2. Resume
3. What KPIs you believe are most important to tracking your success in this job
4. Your remote work environment
5. How long you have worked remotely
6. Is there any background noise or distractions that would cause you to not be able to be on Zoom or Phone calls from 8:00AM – 5:00PM EST (new york timezone)?
7. Your desired rate of pay?
8. When you can start?
9. What is the most revenue and expense size of the company you have worked for?
10. Proof of QBO certification is required.