Accounts Payable Specialist

HV Health and Safety; Deer Park (TX); On-site; USD 52,000 - 68,000; Full time

Job summary

HV Health and Safety is seeking an Accounts Payable Specialist to manage the full AP cycle in a QuickBooks environment. You will process invoices, match to POs, ensure proper approvals and coding, and handle weekly payments.

You will also review and reconcile corporate credit card transactions, maintain vendor records, and support month-end close and audits with accurate documentation.

Qualifications

• Associate's degree in Accounting/Finance preferred.
• 2-5 years accounts payable or accounting experience.
• Experience using QuickBooks is required.
• QuickBooks Certification is a plus.
• Construction, healthcare, or service-industry accounting experience is a plus.

Responsibilities

• Process vendor invoices accurately and timely within QuickBooks.
• Match invoices to purchase orders, contracts, and receiving documents.
• Verify approvals and account coding prior to payment.
• Prepare and process weekly check runs, ACH payments, and wire transfers.
• Maintain vendor files, including W-9s and payment info.
• Reconcile vendor statements and resolve discrepancies.
• Monitor accounts payable aging and ensure timely payments.
• Assist with month-end close activities related to AP.
• Support annual audits with required documentation.
• Track recurring invoices and payment schedules.
• Review company credit card transactions for accuracy and proper coding.
• Reconcile monthly credit card statements and investigate discrepancies.
• Ensure receipts and docs are submitted for all CC transactions.
• Escalate missing receipts or improper charges as needed.
• Prepare monthly credit card reconciliation reports for management.

Skills

Accounts payable

Attention to detail

Time management

Communication skills

Analytical problem-solving

Education

Associate's degree in Accounting/Finance

Tools

QuickBooks

Microsoft Excel

Job description

The Accounts Payable Specialist is responsible for managing the full accounts payable cycle, maintaining accurate financial records within QuickBooks, processing vendor payments, and ensuring compliance with company policies and accounting procedures. This position also oversees the review, reconciliation, and coding of company credit card transactions to ensure expenses are properly documented and recorded.

Essential Duties and Responsibilities

Accounts Payable Functions

• Process vendor invoices accurately and timely within QuickBooks.
  
• Match invoices to purchase orders, contracts, and receiving documentation when applicable.
  
• Verify proper approvals and account coding prior to payment processing.
  
• Prepare and process weekly check runs, ACH payments, and wire transfers.
  
• Maintain vendor files, including W-9 documentation and payment information.
  
• Reconcile vendor statements and resolve invoice discrepancies.
  
• Monitor accounts payable aging and ensure timely payment of obligations.
  
• Respond to vendor inquiries regarding payment status and account balances.
  
• Assist with month-end close activities related to accounts payable.
  
• Support annual audits by providing required documentation and schedules.
  
• Track and manage recurring invoices and payment schedules.
  

Corporate Credit Card Administration

• Review company credit card transactions for accuracy, proper coding, and compliance with company policies.
  
• Reconcile monthly credit card statements and investigate discrepancies.
  
• Ensure supporting receipts and documentation are submitted for all credit card transactions.
  
• Follow up with employees regarding missing receipts, improper charges, or coding questions.
  
• Allocate expenses to the appropriate general ledger accounts, departments, projects, or cost centers.
  
• Identify unauthorized, duplicate, or non-compliant expenditures and escalated concerns as needed.
  
• Prepare monthly credit card reconciliation reports for management review.
  
• Maintain accurate and complete financial records in QuickBooks.
  
• Assist in preparing accounts payable and expense reports.
  
• Support budget tracking through accurate expense categorization.
  
• Ensure compliance with company accounting policies and internal controls.
  
• Maintain confidentiality of financial information and vendor data.
  

Qualifications

Education & Experience

• Associate's degree in Accounting, Finance, Business Administration, or related field preferred.
  
• 2-5 years of accounts payable or accounting experience.
  
• Experience using QuickBooks required.
  
• Experience managing corporate credit card programs and reconciliations is a plus.
  
• Construction, healthcare, or service-industry accounting experience is a plus.
  
• QuickBooks Certification is a plus
  

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable processes and accounting principles.
  
• Proficiency in QuickBooks and Microsoft Excel.
  
• Ability to reconcile accounts and investigate discrepancies.
  
• Strong attention to detail and organizational skills.
  
• Ability to manage multiple priorities and meet deadlines.
  
• Excellent written and verbal communication skills.
  
• Ability to maintain strict confidentiality.
  
• Strong analytical and problem-solving skills.
  

Key Performance Indicators (KPIs)

• Invoice processing accuracy rate of 99%+.
  
• Timely completion of payment cycles.
  
• Credit card reconciliations completed by established monthly deadlines.
  
• Minimal aged vendor balances due to processing delays.
  
• Prompt resolution of vendor and employee inquiries.
  
• Accurate general ledger coding and expense allocation.
  

Physical Requirements

• Prolonged periods of sitting and computer work.
  
• Ability to occasionally lift up to 20 pounds.
  
• Ability to perform repetitive data entry functions.
  
• At least one in office day per week (for Check/Invoice pick up)
  

Reporting Relationship

Reports to: Finance Supervisor / Accounting Manager