Overview
An organization specializing in science and engineering is seeking an Accounts Payable Specialist to support accurate, timely, and well-organized financial operations. This role involves managing invoices and expenses, maintaining vendor and subcontractor records, and ensuring proper coding and documentation within accounts payable and project management systems. The position requires collaboration with vendors, subcontractors, project managers, billing, and accounts receivable teams to resolve inquiries and support payment processing.
This role may be offered as in-office, remote, or hybrid depending on the candidate's location and organizational needs.
Responsibilities
- Manage the accounts payable mailbox, respond to vendor and internal inquiries, and review incoming invoices and expense reports.
- Enter invoices into the accounts payable approval system with accurate project coding.
- Coordinate with approvers to ensure timely invoice review and posting.
- Set up new vendors in the accounting system, including collecting and validating W-9 forms, ACH details, and banking information.
- Maintain and update vendor W-9 data to support accurate 1099 reporting.
- Identify and coordinate urgent payments with vendors and project managers for scheduled payment runs.
- Organize and maintain digital filing systems within accounting and document management platforms.
- Communicate effectively with subcontractors, vendors, project teams, billing, and accounts receivable.
- Support payment processing activities, including ACH research, wire transfers, and resolving vendor payment questions.
Requirements
- Associate's degree in accounting, finance, or a related field.
- Minimum of 1 year experience in a similar accounts payable role.
- Strong computer skills, including advanced proficiency with Microsoft Office (Word, Excel, PowerPoint).
- Experience with Deltek® VantagePoint accounting software.
- Excellent written and oral communication skills.
- Strong organizational abilities.
- Ability to work independently and collaboratively within a multidisciplinary team.
- Motivation to grow intellectually and professionally.
Compensation & Benefits
- Salary commensurate with experience and internal equity within the listed range.
- Company-subsidized medical, dental, and vision insurance for employees and their families.
- 401(k) plan with company match ranging from 1% to 4% of annual compensation.
- Company-paid life insurance and short- and long-term disability insurance.
- Paid sick leave (10 days), paid vacation (10 days), and paid holidays (9 days) annually.
- Potential for an annual discretionary bonus based on company performance.
- Paid time off prorated for part-time schedules.
Additional Information
All employment offers are contingent upon successful completion of employment history screening, degree verification, and federal, state, and county criminal background and Watch List screening, conducted in compliance with applicable laws.
The organization is an equal opportunity employer committed to diversity and inclusion in all employment practices. Reasonable accommodations are available upon request during the application and interview process.
Location
Opportunities may be available for in-office, remote, or hybrid work arrangements depending on candidate location and organizational needs.