Accounts Payable Specialist

Thorough-Staff LLC; City of Albany (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Thorough-Staff LLC in Albany, NY is seeking an experienced Accounts Payable Specialist to join a high-volume AP function within a multi-entity property portfolio.

You will verify invoices, match with POs, code expenses, and manage payment scheduling while ensuring accuracy and timely vendor payments. The role collaborates with AP Vendor Compliance, Financial Reporting, and Cash Management teams to uphold strong vendor relationships.

Qualifications

• Strong organizational skills.
• Time management and prioritization.
• Detail oriented and able to multitask.
• Ability to accurately process and record large volumes of data.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office especially Excel, Word, and Outlook.

Responsibilities

• Manage receipt of invoices via email, mail, and portals.
• Verify invoices contain valid vendor information and screen for fraud/duplicates.
• Match invoices to purchase orders, packing slips, or contracts and confirm quantities/pricing.
• Ensure proper authorization for non-PO invoices and secure missing documentation.
• Code invoices to expense accounts and allocate across entities as needed.
• Schedule payments according to vendor terms to maximize discounts and timely payments.
• Reconcile vendor accounts at month end and resolve invoice disputes.
• Ensure checks are issued and matched to invoices and signed.
• Prepare paid invoices for scanning at month end.

Job description

An Albany client seeks an experienced Accounts Payable Specialist to join their team and support a high-volume AP function. The Accounts Payable team performs the full-cycle accounts payable activities for a large multi-entity portfolio of properties ensuring accuracy and consistency while strengthening vendor relationships through timely payments. This role works closely with the Accounts Payable-Vendor Compliance Specialist, the Financial Reporting Department and the Cash Management Manager.

Responsibilities Include (but are not limited to)

• Manage receipt of invoices arrive via email, physical copies, and downloaded from portals.
• Verify that invoices contain valid vendor/supplier information screening for fraud and duplicate copies.

Matching

• Match invoice with purchase orders, packing slips, and/or contracts on file. Confirm quantities and pricing.
• Follow up with site staff/vendors to secure missing documentation.
• Ensure proper authorization has been received for non-purchase order invoices.

Coding

• Apply coding to proper expense accounts and calculate allocations for invoices shared between multiple entities and/or expense accounts.

Payment Scheduling

• Manage payment dates according to vendor terms to take advantage of discounts as apply for timely payments and full term where extended terms are offered.
• Reconcile vendor accounts according to month end statements.
• Work with site staff and vendors to resolve invoice disputes.
• Make sure checks ran for all invoices indicated for payment.
• Cross reference checks to invoices to ensure vendor information, invoice numbers, and amounts are accurate.
• Make sure all checks are signed.

Document Management

• Prepare all paid invoices for scanning at month end.

Skills & Experience

• Strong organizational skills
• Ability to implement effective time management and prioritize tasks
• Detail oriented and ability to multitask
• Ability to accurately process and record large volumes of data
• Excellent communication & interpersonal skills
• Proficiency with Microsoft Office particularly Excel, Word, and Outlook

Requirements

• Position requires extensive computer and phone work