Accounts Payable Specialist

Vaco by Highspring; Louisville (KY); On-site; USD 40,000 - 60,000; Full time

Job summary

Vaco by Highspring in Louisville, KY is seeking an Accounts Payable Specialist to process invoices, verify details, and reconcile accounts payable records for accuracy and timely payments.

You will match invoices to purchase orders, prepare payments by check, ACH, or wire, maintain vendor files, and support month-end close and audits by providing complete documentation.

Qualifications

• Associate degree in Accounting, Finance, or related field preferred.
• 1–3 years in accounts payable or bookkeeping.
• Proficiency with Excel and ERP systems.
• Strong attention to detail and organizational skills.
• Ability to meet deadlines and handle confidential information.

Responsibilities

• Review, verify, and process vendor invoices with accuracy.
• Match invoices to purchase orders, receipts, and other records.
• Prepare and process payments by check, ACH, wire transfer, or other approved methods.
• Maintain vendor files and ensure records are complete and up to date.
• Research and resolve invoice discrepancies and vendor inquiries.
• Reconcile vendor statements and accounts payable balances.
• Monitor payment schedules to ensure timely payments.
• Assist with month-end closing activities and AP reporting.
• Support audits by providing documentation and maintaining records.
• Follow company policies and internal control requirements.

Skills

Attention to detail

Time management

Verbal and written communication

Confidential information handling

Education

Associate degree in Accounting/Finance/Business

Tools

Microsoft Excel

ERP systems

Job description

The Accounts Payable Specialist is responsible for processing invoices, maintaining accurate financial records, and ensuring timely payment to vendors and suppliers. This role supports day-to-day accounting operations by verifying invoice details, reconciling accounts, resolving discrepancies, and following internal controls and company policies. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Review, verify, and process vendor invoices for accuracy, coding, approvals, and supporting documentation.
• Match invoices to purchase orders, receipts, and other records as needed.
• Prepare and process payments by check, ACH, wire transfer, or other approved payment methods.
• Maintain vendor files and ensure records are complete, accurate, and up to date.
• Research and resolve invoice discrepancies, payment issues, and vendor inquiries in a timely manner.
• Reconcile vendor statements and accounts payable balances.
• Monitor payment schedules to ensure timely payments and avoid late fees or duplicate payments.
• Assist with month-end closing activities, accruals, and accounts payable reporting.
• Support audits by providing documentation and maintaining organized records.
• Follow company policies, accounting procedures, and internal control requirements.

Qualifications

• Associate degree in Accounting, Finance, Business, or a related field preferred; equivalent experience may be considered.
• 1-3 years of accounts payable, accounting, or bookkeeping experience preferred.
• Knowledge of basic accounting principles and accounts payable processes.
• Proficiency in Microsoft Excel and experience with accounting or ERP systems.
• Strong attention to detail, accuracy, and organizational skills.
• Ability to manage deadlines, prioritize tasks, and handle confidential information professionally.
• Strong written and verbal communication skills.

Preferred Skills

• Experience with invoice automation or electronic payment systems.
• Familiarity with 1099 reporting, sales tax, or other compliance-related processes.
• Experience working in a high-volume accounts payable environment.
• Ability to identify process improvements that increase efficiency and accuracy.

Core Competencies

• Attention to detail and accuracy
• Time management and organization
• Problem-solving and follow-through
• Vendor service and communication
• Accountability and confidentiality
• Collaboration across departments

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries (\"we,\" \"our,\" or \"Vaco by Highspring\") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations; and
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).