Accounts Payable Analyst

Colvin Resources Group; Fort Worth (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Colvin Resources Group seeks an Accounts Payable Analyst / Staff Accountant in Fort Worth to manage full-cycle AP, maintain vendor master data, and ensure compliant payment processing. The role requires strong Excel, internal controls, and TIN matching knowledge, with duties covering 1099s, COI tracking, and audit support.

The position reports to the AP Manager in Finance/Accounting, with daily 3-way matching, code allocation, and payment runs.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience).
• 2+ years of accounts payable or staff accounting experience.
• Hands-on experience with vendor master data management.
• Working knowledge of W-9 collection and IRS TIN matching processes.
• Experience with 3-way match (PO, receipt, invoice) processes.
• Understanding of internal control principles related to AP/procurement.

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.
• Match invoices to PO and receiving documentation before payment release.
• Research and resolve price/quantity/terms discrepancies.
• Code invoices to correct GL accounts and cost centers.
• Prepare payment runs (check, ACH, wire) within approval workflow.
• Monthly transaction coding and receipt collection.
• Statement reconciliation and policy-exception follow-up.
• Maintain AP SOPs and support audit requests.

Skills

Vendor data management

W-9 collection

IRS TIN matching

3-way matching

GL coding

COI tracking

Internal controls

Data analysis

Payment processing

Audit support

Education

Bachelor's degree in Accounting

Tools

ERP / AP systems

Job description

Accounts Payable Analyst / Staff Accountant – AP

Department: Finance / Accounting

Reports to: AP Manager

Location: Fort Worth

Employment Type: Full-Time

Position Summary

We 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 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/terms discrepancies
• Code invoices to correct GL accounts and cost centers

Payments

• Prepare payment runs (check, ACH, wire) within approval workflow

Corporate Credit Card Program

• Monthly transaction coding and receipt collection
• Statement reconciliation and policy-exception follow-up

Internal Controls

• Support audit requests with documentation
• Maintain AP SOPs

Technical Skills

Job-specific knowledge and functional proficiencies required to execute the responsibilities above:

W-9 collection & IRS TIN matching

COI tracking & compliance monitoring

1099 classification & year-end filing support

Tax reporting accuracy

3-way match (PO / Receipt / Invoice)

GL coding & cost center allocation

Financial reporting accuracy

Corporate credit card reconciliation

Spend management, GL close

Internal controls & segregation of duties

Audit support & SOP documentation

Compliance, process consistency

Reconciliations, data analysis

ERP / AP systems

Daily transaction processing

Soft Skills

Behavioral and interpersonal competencies that support success in this role:

Catches discrepancies before they become payment errors

Integrity & trustworthiness

Handles sensitive vendor, banking, and payment data

Organization & time management

Manages high invoice volume and compliance deadlines

Resolves disputes without damaging vendor relationships

Cross-functional communication

Coordinates with purchasing, receiving, budget owners

Diplomacy / tact

Enforces policy with cardholders/requesters without friction

Analytical thinking

Traces discrepancies to root cause

Sound judgment / ethical decision-making

Flags fraud risk or unusual vendor requests

Adjust to process/system changes and shifting priorities

Reliability & accountability

Owns deadlines with minimal oversight

Discretion & confidentiality

Protects TIN, banking, and financial data

Maintains accuracy during close/audit crunch periods

Qualifications

Required

• Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience)
• 2+ years of accounts payable or staff accounting experience
• Hands-on experience with vendor master data management
• Working knowledge of W-9 collection and IRS TIN matching processes
• Experience with 3-way match (PO, receipt, invoice) processes
• Understanding of internal control principles related to AP/procurement

Preferred

• Experience managing Certificates of Insurance (COI) tracking/compliance
• Familiarity with ERP/AP systems
• Experience supporting internal or external audits