Accounts Payable Analyst

Colvin Resources Group; Fort Worth (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Colvin Resources Group is seeking an Accounts Payable Analyst / Staff Accountant to manage full-cycle AP, vendor master maintenance, and 3-way matching. The role also supports GL entries, accruals, and month-end close with COI, W-9, and TIN compliance.

Ideal candidates have 2+ years in AP or staff accounting, strong Excel, and knowledge of U.S. GAAP. On-site, full-time position in a fast-paced accounting department.

Qualifications

• Bachelor's degree in Accounting or Finance (or Associate's degree with equivalent experience)
• 2+ years of accounts payable or staff accounting experience
• Working knowledge of general ledger accounting: journal entries, accruals, and account reconciliations
• Understanding of accrual-basis accounting and U.S. GAAP fundamentals
• Experience with 3-way match (PO, receipt, invoice)
• Intermediate to advanced Excel skills
• Understanding of internal control principles for AP/procurement

Responsibilities

• Set up, maintain, and audit vendor master records
• Collect and validate W-9 forms; perform IRS TIN matching before vendor activation
• Track COI, monitor expirations, and drive renewals
• Support accurate 1099 classification and year-end filing
• Match invoices to PO and receiving documentation before payment release
• Code invoices to correct GL accounts and cost centers
• Prepare payment runs (check, ACH, wire) within approval workflow
• Respond to vendor inquiries and statements
• Record month-end AP accruals and post journal entries with proper support
• Reconcile AP subledger to GL and prepare balance sheet reconciliations
• Review GL activity for coding errors; support month-end close deadlines
• Support fixed asset capitalization review and sales/use tax coding

Skills

Attention to detail

Integrity

Organization

Vendor relationship management

Cross-functional communication

Diplomacy

Analytical thinking

Sound judgment

Adaptability

Reliability

Education

Bachelor's degree in Accounting or Finance

Tools

NetSuite

SAP

Oracle

Microsoft Dynamics

Coupa

Bill.com

Job description

JOB DESCRIPTION: Accounts Payable Analyst / Staff Accountant – AP

Department: Accounting

Reports to: AP Manager

Type: Full-Time / On Site

POSITION SUMMARY

We are seeking a detail-oriented Accounts Payable Analyst / Staff Accountant to manage the full-cycle AP process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. Beyond AP operations, this role contributes to the general ledger and month-end close through journal entries, accruals, and account reconciliations. The ideal candidate combines solid GL accounting knowledge and internal controls awareness with vendor compliance expertise (W-9/TIN matching, COI tracking) and strong Excel skills.

KEY RESPONSIBILITIES

• Set up, maintain, and periodically audit vendor master records
• Collect and validate W-9 forms; perform IRS TIN matching before vendor activation
• Track Certificates of Insurance (COI), monitor expirations, and drive renewals
• Support accurate 1099 classification and year-end filing

Invoice Processing & 3-Way Matching (PO / Receipt / Invoice)

• Match invoices to PO and receiving documentation before payment release
• Research and resolve price, quantity, and terms discrepancies
• Code invoices to correct GL accounts and cost centers

Payments & Corporate Credit Card Program

• Prepare payment runs (check, ACH, wire) within approval workflow; respond to vendor inquiries and statements
• Perform monthly credit card transaction coding, receipt collection, and statement reconciliation
• Follow up on policy exceptions with cardholders

General Ledger & Staff Accounting

• Prepare and post journal entries (accruals, reclasses, adjustments) with proper support
• Record month-end AP accruals for goods/services received but not yet invoiced
• Reconcile the AP subledger to the GL and prepare balance sheet reconciliations (AP, accrued liabilities, prepaids, card clearing)
• Review GL activity for coding errors; support month-end close deadlines and budget-to-actual variance analysis
• Support fixed asset capitalization review and sales/use tax coding, as applicable

Internal Controls

• Apply segregation-of-duties and approval-threshold policies
• Support internal/external audit requests; maintain AP SOPs and identify process improvements

TECHNICAL SKILLS

• General ledger accounting & chart of accounts
• Journal entries, accruals & adjustments
• Account reconciliations (subledger-to-GL, balance sheet)
• Month-end close process
• U.S. GAAP fundamentals (accrual accounting, cutoff)
• W-9 collection & IRS TIN matching
• COI tracking & compliance monitoring
• 1099 classification & filing support
• 3-way match (PO / Receipt / Invoice)
• Corporate credit card reconciliation
• Internal controls & segregation of duties

SOFT SKILLS

• Attention to detail: catches discrepancies before they become payment or GL errors
• Integrity & trustworthiness: handles sensitive vendor, banking, and payment data
• Organization & time management: balances invoice volume, close, and compliance deadlines
• Vendor relationship management: resolves disputes while preserving relationships
• Cross-functional communication: works with purchasing, receiving, and budget owners
• Diplomacy / tact: enforces policy without creating friction
• Analytical thinking: traces discrepancies and variances to root cause
• Sound judgment: flags fraud risk and unusual vendor requests
• Adaptability: adjusts to system changes and shifting priorities
• Reliability & accountability: owns deadlines with minimal oversight
• Discretion & confidentiality: protects TIN, banking, and financial data
• Composure under pressure: stays accurate during close and audit periods

REQUIRED QUALIFICATIONS

• Bachelor's degree in Accounting or Finance (or Associate's degree with equivalent experience)
• 2+ years of accounts payable or staff accounting experience
• Working knowledge of general ledger accounting: journal entries, accruals, and account reconciliations
• Understanding of accrual-basis accounting and U.S. GAAP fundamentals
• Experience with 3-way match (PO, receipt, invoice)
• Intermediate to advanced Excel skills
• Understanding of internal control principles for AP/procurement

PREFERRED QUALIFICATIONS

• Month-end close experience in a staff accountant or similar role
• Corporate credit card program administration
• Familiarity with ERP/AP systems (NetSuite, SAP, Oracle, Dynamics, Coupa, Bill.com)
• Experience supporting internal or external audits