Accounts Payable Specialist

Description:

Description
The Accounts Payable Specialist is responsible for the full-cycle accounts payable process, ensuring the accurate and timely processing of vendor invoices, employee expense reimbursements, and tax compliance. This role requires a strong focus on high-volume material invoice processing, rigorous auditing of expense reports, and specialized knowledge of multi-state sales and use tax to ensure accurate financial reporting and regulatory adherence.

Key Responsibilities

Material Invoice Management
Three-Way Matching: Verify high volumes of material invoices by matching to active projects and receiving documents to ensure accuracy in quantity and pricing.
Cost Coding: Accurately apply project-specific and General Ledger (GL) account coding to material purchases, coordinating with material managers to resolve pricing or quantity discrepancies.
Vendor Reconciliation: Perform monthly reconciliations of major material supplier statements to identify and resolve missing invoices or unapplied credits.
Payment Execution: Process weekly vendor payments via ACH or check, ensuring vendors are paid within established corporate timelines
Experience using TimberScan Titanium by AvidXchange a plus.
Expense Reimbursement & Policy Compliance
Audit & Processing: Review and audit employee expense reports for compliance with company travel and entertainment policies using a centralized third-party expense management platform.
Discrepancy Resolution: Identify and flag unusual or non-compliant expenses, communicating directly with employees to obtain necessary documentation or provide policy guidance.
Payment Execution: Process weekly reimbursement runs via ACH or check, ensuring employees are paid within established corporate timelines.
State Sales & Use Tax Compliance
Tax Validation: Review vendor invoices to ensure state-specific sales tax is appropriately applied or removed based on exemption certificates or project status.
Use Tax Accrual: Identify and calculate use tax for items purchased tax-free but subject to state tax, ensuring accurate accrual in the general ledger.
Reporting & Filings: Support the finance team in preparing and filing periodic multi-state sales and use tax returns by maintaining detailed tax records and supporting schedules.
Requirements
Education: Associate’s or Bachelor’s degree in Accounting, Finance, or a related field preferred.
Experience: Minimum of 3+ years of progressive accounts payable experience, ideally in a construction or manufacturing environment where material tracking is critical. Payroll experience a plus.
Technical Skills: Proficiency in ERP systems (e.g., Acumatica) and advanced Microsoft Excel skills for data analysis.
Knowledge: Strong understanding of GAAP and specific expertise in multi-state sales and use tax regulations.
Soft Skills: Exceptional attention to detail, strong communication skills for vendor and employee relations, self-motivated and strong work ethic, and the ability to meet strict month-end deadlines.

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https://recruiting.paylocity.com/Recruiting/Jobs/Details/4023294