Accounts Payable Specialist

Confidential; Coraopolis (Allegheny County); On-site; USD 43,000 - 65,000; Full time

Job summary

Confidential in the United States is seeking an Accounts Payable Specialist to manage invoice processing, payments, and vendor record maintenance. You will ensure accuracy, timeliness, and compliance with policies while collaborating with internal teams.

The role emphasizes detail orientation, organization, and effective communication with vendors. Experience with invoice processing, payments, and ERP systems is preferred; onsite with possible remote/hybrid flexibility.

Qualifications

• Associate degree or bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred.
• 1–3 years of accounts payable or related financial experience preferred.
• Invoicing, payment processing, and recordkeeping experience preferred.

Responsibilities

• Review, verify, and process vendor invoices for timely payment.
• Match invoices with purchase orders and receiving documentation for accuracy.
• Code invoices to general ledger accounts per procedures.
• Process payments including checks, ACH, and electronic methods.
• Respond to vendor inquiries regarding invoice status and payment timelines.
• Reconcile vendor statements and research discrepancies.
• Maintain accurate vendor records including tax docs and banking info.
• Assist with month-end and year-end closing activities.
• Maintain organized financial records for internal and external review.
• Ensure compliance with policies, controls, and regulations.
• Collaborate with internal departments to resolve invoice issues.
• Support audit activities with documentation as requested.

Skills

Attention to detail

Time management

Verbal and written communication

Microsoft Excel

ERP systems

Team collaboration

Independence

Customer service

Education

Associate or bachelor’s degree in Accounting/Finance/Business

Tools

Banner

Workday

PeopleSoft

Oracle

Microsoft Outlook

Job description

The Accounts Payable Specialist provides accurate and timely financial support by managing invoice processing, payment activities, and vendor account maintenance. This position plays an important role in ensuring financial transactions are completed efficiently, accurately, and in compliance with organizational policies and accounting procedures. The ideal candidate is detail-oriented, organized, and capable of collaborating with internal departments and external vendors to resolve financial inquiries and maintain accurate records.

Key Responsibilities

• Review, verify, and process vendor invoices for timely payment.
• Match invoices with purchase orders, receiving documentation, and supporting records to ensure accuracy.
• Code invoices appropriately according to general ledger accounts and accounting procedures.
• Process payments including checks, ACH transactions, and other electronic payment methods.
• Respond to vendor inquiries regarding invoice status, payment timelines, and account discrepancies.
• Reconcile vendor statements and research discrepancies to ensure accurate account balances.
• Maintain accurate vendor records, including tax documentation and banking information.
• Assist with month-end and year-end closing activities related to accounts payable functions.
• Maintain organized financial records and supporting documentation for internal and external review.
• Ensure compliance with organizational financial policies, internal controls, and applicable regulations.
• Collaborate with internal departments to resolve invoice issues and payment-related questions.
• Support audit activities by providing documentation and financial records as requested.
• Assist with additional accounting and administrative tasks as assigned.

Minimum Education & Experience Requirements

• Associate degree or bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• One to three years of experience in accounts payable, accounting support, bookkeeping, or a related financial position.
• Experience with invoice processing, payment transactions, and financial recordkeeping preferred.
• Equivalent combination of education, training, and relevant experience may be considered.

Special Requirements

• Ability to handle confidential financial information with discretion and professionalism.
• Ability to comply with organizational policies, procedures, and internal control requirements.
• Must demonstrate accuracy and attention to detail when processing financial transactions.

Knowledge, Skills, and Abilities

• Knowledge of accounts payable processes and fundamental accounting principles.
• Strong attention to detail with excellent organizational and time management skills.
• Ability to prioritize multiple tasks, meet deadlines, and work effectively in a fast-paced environment.
• Strong verbal and written communication skills with the ability to interact professionally with vendors and internal stakeholders.
• Proficiency with Microsoft Office applications, particularly Microsoft Excel and Outlook.
• Ability to learn and effectively utilize financial management systems, ERP platforms, and related software.
• Strong problem-solving skills with the ability to investigate and resolve discrepancies.
• Ability to work independently while contributing effectively as part of a collaborative team.
• Strong customer service skills and a commitment to providing responsive support.

Additional Desired Characteristics

• Experience with ERP or financial systems such as Banner, Workday, PeopleSoft, Oracle, or similar platforms.
• Previous experience supporting finance operations within higher education, government, nonprofit, or similar environments.
• Familiarity with purchasing, procurement, and expense management processes.
• Demonstrated ability to identify process improvements and increase operational efficiency.
• Dependable, adaptable, and committed to maintaining high standards of accuracy.
• Professional office environment within a regional finance or administrative department.
• Standard Monday through Friday business hours.
• Position may require occasional overtime during month-end closing, fiscal year-end activities, audits, or other high-volume periods.
• Work is primarily performed onsite, with remote or hybrid flexibility determined by organizational needs and policies.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Additional duties may be assigned as needed to support organizational objectives.