Accounts Payable Specialist

Accounts Payable Specialist

Position Summary:
As an Accounts Payable (AP) Specialist, you'll be responsible for ensuring timely and accurate processing of vendor payments, employee reimbursements, and maintaining organized financial records. You'll support consistent expense coding and uphold financial documentation in compliance with company procedures and ISO standards. This role collaborates closely with the Controller, vendors, and internal stakeholders.

What You'll Do:
* Process and enter vendor invoices, employee reimbursements, and corporate credit card statements
* Match invoices to purchase requisitions and maintain PO trackers
* Reconcile vendor accounts and communicate with vendors as needed
* Conduct weekly check runs and prepare payments for mailing
* Handle invoices from vendor portals and email; ensure all required documentation is attached per ISO guidelines
* Maintain accurate and up-to-date vendor files (digital and hard copy)
* Request, track, and file W-9 forms
* Assist with quarterly sales/use tax reports and external audits
* Review and maintain ISO-compliant documentation for key vendors
* Support other accounting projects or tasks as assigned

What You Bring:
* Strong attention to detail and organizational skills
* Excellent interpersonal and communication skills
* Ability to work independently and manage deadlines
* High level of discretion when handling sensitive information
* Intermediate proficiency in Microsoft Excel, Outlook, Word, and Teams
* Working knowledge of ERP systems; Sage software experience is a plus
* Familiarity with ISO documentation practices is a bonus

Work Environment:
* General office setting with use of standard office equipment
* May occasionally require extended hours or weekend availability to meet deadlines
* Occasional local travel by car may be required

Benefits:
* Flexible scheduling
* Unlimited PTO
* Hybrid work setting
* Health/Dental/Vision Insurance with company allowance
* Retirement plan (401K) & we are an ESOP company (Employee Owned)

What you may have done in the past:
* Worked as an Accounts Payable Clerk, Accounting Assistant, or in a similar finance support role
* Used accounting systems like Sage or other ERP platforms
* Handled high volumes of vendor payments and reconciliations
* Contributed to audit preparation or compliance initiatives

Equal Opportunity Employer:
O'Neil & Associates, Inc. is an equal opportunity employer, providing equal employment opportunities to all qualified individuals without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, Vietnam Era or other eligible veteran status, or any other protected factor. Applicants must be authorized to work in the United States without sponsorship.