Overview

Job Description Job Description AP Specialist 10948Job DescriptionPosition SummaryWe are seeking a detail-oriented Accounts Payable Analyst / Staff Accountant to manage the full-cycle accounts payable process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. This role requires strong knowledge of internal controls, vendor compliance (W-9/TIN matching, COI tracking), and advanced Excel skills to support accurate, timely, and compliant AP operations.Key ResponsibilitiesVendor Master & ComplianceSet up, maintain, and periodically audit vendor master recordsCollect and validate W-9 forms; perform IRS TIN matching before vendor activationTrack Certificates of Insurance (COI); monitor expirations and drive renewalsSupport accurate 1099 classification and year-end filingInvoice Processing & 3-Way Matching (PO / Receipt / Invoice)Match invoices to PO and receiving documentation before payment releaseResearch and resolve price/quantity/terms discrepanciesCode invoices to correct GL accounts and cost centersPaymentsPrepare payment runs (check, ACH, wire) within approval workflowCorporate Credit Card ProgramMonthly transaction coding and receipt collectionStatement reconciliation and policy-exception follow-upInternal ControlsSupport audit requests with documentationMaintain AP SOPsTechnical SkillsJob-specific knowledge and functional proficiencies required to execute the responsibilities above.SkillApplied ToVendor master data managementVendor onboarding, record accuracy, deactivationW-9 collection & IRS TIN matchingVendor activation, tax complianceCOI tracking & compliance monitoringVendor risk management1099 classification & year-end filing supportTax reporting accuracy3-way match (PO / Receipt / Invoice)Payment accuracy, fraud preventionGL coding & cost center allocationFinancial reporting accuracyAP payment processing (check / ACH / wire)Payment executionCorporate credit card reconciliationSpend management, GL closeInternal controls & segregation of dutiesRisk mitigation, audit readinessAudit support & SOP documentationCompliance, process consistencyExcel (intermediate-advanced: VLOOKUP/XLOOKUP, pivot tables, SUMIFS)Reconciliations, data analysisERP / AP systemsDaily transaction processingSoft SkillsBehavioral and interpersonal competencies that support success in this role.SkillWhy It MattersAttention to detailCatches discrepancies before they become payment errorsIntegrity & trustworthinessHandles sensitive vendor, banking, and payment dataOrganization & time managementManages high invoice volume and compliance deadlinesVendor relationship managementResolves disputes without damaging vendor relationshipsCross-functional communicationCoordinates with purchasing, receiving, budget ownersDiplomacy / tactEnforces policy with cardholders/requesters without frictionAnalytical thinkingTraces discrepancies to root causeSound judgment / ethical decision-makingFlags fraud risk or unusual vendor requestsAdaptabilityAdjust to process/system changes and shifting prioritiesReliability & accountabilityOwns deadlines with minimal oversightDiscretion & confidentialityProtects TIN, banking, and financial dataComposure under pressureMaintains accuracy during close/audit crunch periodsQualificationsRequiredAssociate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience)2+ years of accounts payable or staff accounting experienceHands-on experience with vendor master data managementWorking knowledge of W-9 collection and IRS TIN matching processesExperience with 3-way match (PO, receipt, invoice) processesIntermediate Excel skillsUnderstanding of internal control principles related to AP/procurementPreferredExperience managing Certificates of Insurance (COI) tracking/compliance Corporate credit card program administration experienceFamiliarity with ERP/AP systemsExperience supporting internal or external auditsKnowledge of 1099 filin