Accounts Payable Specialist

$50,000 - $55,000 yearly

ESSENTIAL RESPONSIBILITIES

Accounts Payable Processing & Compliance:

Verify, reconcile, and maintain supplier statements monthly while ensuring full compliance with company financial policies and accounting standards.
Receive, code, and enter all invoices accurately, ensuring proper approvals and adherence to internal controls and segregation-of-duties requirements.
Ensure all vendor payments follow established approval workflows, budget guidelines, and payment schedules.
Maintain confidentiality of all financial, vendor, and employee data in accordance with company policy, privacy regulations, and secure handling protocols.

Vendor Setup, IRS Compliance & Documentation:

Collect and verify W-9 forms for all applicable vendors and ensure correct vendor setup for 1099 reporting.
Maintain accurate and audit-ready documentation for all AP transactions in alignment with GAAP, IRS requirements, and company record retention standards.

Fraud Prevention & Cybersecurity:

Follow cybersecurity protocols when handling invoices, payment data, and banking information, including verbal verification of account changes and secure document handling.
Identify and escalate suspected fraudulent activity, phishing attempts, duplicate invoices, or irregular payment requests.
Monitor and enforce compliance with vendor policy requirements, conflict-of-interest standards, and anti-bribery practices.

Reporting, Review & Analysis:

Review AP aging and vendor activity bi-weekly to ensure accuracy and identify discrepancies.
Assist with accruals, month-end close, and tracking out-of-period expenses that could impact financial statements.
Provide support for audits, compliance reviews, and documentation requests.

Communication & Internal Support:

Communicate promptly and professionally with managers, vendors, and internal teams regarding invoice status, payment timelines, and issue resolution.
Assist Finance leadership in researching vendor or customer payment issues as needed.
Support training, documentation, and continuous process improvement initiatives to enhance efficiency and accuracy in AP operations.

SKILLS AND QUALIFICATIONS

Knowledge of accounts payable processes, accounting principles, GAAP standards, and internal control requirements.
Understanding of IRS vendor requirements including W-9 collection, 1099 reporting, and vendor classification.
Ability to maintain strict confidentiality of financial data, vendor information, and employee records.
Awareness of fraud prevention practices, anti-bribery standards, and cybersecurity protocols related to invoice processing and payment handling.
Experience with Salesforce or similar ERP systems; strong Excel proficiency (VLOOKUPs, pivot tables, formulas; macros a plus).
Strong accuracy, analytical thinking, problem-solving skills, and attention to detail.
Effective communication skills and ability to work both independently and collaboratively.
Strong organizational skills with the ability to manage multiple deadlines in a fast-paced environment.

SCHEDULE REQUIREMENTS

Full-time position with standard office hours, Monday through Friday.
Occasional overtime may be required to meet deadlines or resolve time-sensitive issues.

PHYSICAL REQUIREMENTS

The role requires sitting for extended periods and occasional use of office equipment such as phones, computers, and printers.
Occasional lifting of files or materials up to 10-15 pounds may be required.

BENEFITS

Medical Benefits, Dental Benefits, Vision Benefits, Healthcare spending accounts (HSA/FSA)
401K Benefits
Employee Assistance Program (EAP)
Paid Vacation time, Sick time, and Holidays
Growth opportunities

LOCATION

This is a full-time position with on-site/ hybrid schedules available, based out of our Raleigh NC office.

COMPENSATION

The Accounts Payable Specialist has a salary of $50,000 - $55,000 per annum with additional compensation potential with commissions on collections.

Compensation details: 50000-55000 Yearly Salary

PI372a0459c22d-37641-39305084

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