Accounts Payable Specialist

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.