Accounts Payable Specialist

StormWater Pros LLC; Mesa (AZ); On-site; USD 42,000 - 64,000; Full time

Job summary

StormWater Pros LLC is seeking an Accounts Payable Specialist to own the full AP cycle for its Arizona, Utah, and California operations. You will code invoices to specific jobs and cost codes, perform three-way matching, and ensure timely payments in a fast-paced construction services environment.

You will enforce month-end cutoffs, reconcile subledgers, handle multistate tax rules, and support audits with AP schedules and docs. A degree in accounting or related field is preferred.

Qualifications

• Experience with Foundation Software (job cost and AP modules) is a strong plus.
• Experience with public works, prevailing wage or bonded projects.
• Familiarity with Arizona TPT, Utah and California sales and use tax.
• Experience with Microsoft 365 (Outlook, Teams, SharePoint) and document management.

Responsibilities

• Own the full AP cycle for Arizona, Utah, and California operations, processing a high volume of vendor and subcontractor invoices across multiple divisions.
• Code invoices to the correct job, phase, cost code, and cost type (labor, material, equipment, subcontract, other).
• Follow the purchase order process and perform three-way matching of POs, receiving documents, and invoices.
• Work with Procurement to confirm materials and services were received as ordered and invoiced at the agreed PO price, and resolve price, quantity, and receiving discrepancies before payment.
• Track subcontractor retention, lien waivers, certificates of insurance, and W-9s before releasing payment.
• Route invoices for approval and follow up on items held past their due dates.
• Enforce AP cutoff so costs land in the correct period and on the correct job.
• Identify and accrue received-not-invoiced costs and late-arriving invoices at month end.
• Confirm job costs are complete and correctly coded to support WIP accuracy.
• Reconcile the AP subledger to the general ledger each month.
• Reconcile vendor statements monthly, resolving missing invoices, duplicate charges, credits, and unapplied payments.
• Maintain clean vendor master files and prevent duplicate vendors and payments.
• Serve as the main point of contact for vendor inquiries and payment status.
• Apply each state’s sales and use tax rules to AP, review invoices for proper tax treatment, and accrue use tax where vendors did not charge it.
• Maintain 1099 vendor records and support year-end 1099 filing.
• Track subcontractor documentation to support prevailing wage and certified payroll compliance on public works jobs.
• Prepare weekly check runs, ACH, and credit card payments for review and approval.
• Reconcile company credit card statements and code charges to jobs and GL accounts.
• Prepare AP aging and cash requirement reports for the Accounting Manager and CFO.
• Support audits, bonding reviews, and lender requests with AP schedules and documentation.

Skills

Attention to detail

Organized

Communication

Self-directed

Education

Accounting degree

Tools

Foundation Software

Microsoft 365

Document management

Job description

Keeping storm water clean and protecting our surface water is a job for all. The Environmental Protection Agency (EPA) has identified that approximately 30% of known pollution to our nation's water is attributed to storm water runoff. At StormWater Pros, LLC, we are at the forefront of drywell innovation and other drainage strategies to spearhead the charge in storm water conservation. Our commitment to the community and the relationships we establish set us apart. In every interaction, our team strives to convey our unwavering support for our products and mission. We actively cultivate partnerships with property managers, general contractors, and other municipalities so that they too can participate in the crucial work we undertake. Together, we can make a significant impact on protecting our surface water resources.

POSITION OVERVIEW

StormWater Pros is hiring an Accounts Payable Specialist to own the full AP cycle for our Arizona, Utah and California operations. This role codes vendor invoices to the correct jobs and cost codes, enforces month-end cutoff, reconciles vendor statements, and keeps payments accurate and on time in a fast-paced construction services environment.

Invoice processing and job costing

• Own the full AP cycle for Arizona, Utah, and California operations, processing a high volume of vendor and subcontractor invoices across multiple divisions.
• Code invoices to the correct job, phase, cost code, and cost type (labor, material, equipment, subcontract, other).
• Follow the purchase order process and perform three-way matching of POs, receiving documents, and invoices.
• Work with Procurement to confirm materials and services were received as ordered and invoiced at the agreed PO price, and resolve price, quantity, and receiving discrepancies before payment.
• Track subcontractor retention, lien waivers, certificates of insurance, and W-9s before releasing payment.
• Route invoices for approval and follow up on items held past their due dates.

Month-end close

• Enforce AP cutoff so costs land in the correct period and on the correct job.
• Identify and accrue received-not-invoiced costs and late-arriving invoices at month end.
• Confirm job costs are complete and correctly coded to support WIP accuracy.
• Reconcile the AP subledger to the general ledger each month.
• Reconcile vendor statements monthly, resolving missing invoices, duplicate charges, credits, and unapplied payments.
• Maintain clean vendor master files and prevent duplicate vendors and payments.
• Serve as the main point of contact for vendor inquiries and payment status.

Multi-state compliance

• Apply each state’s sales and use tax rules to AP, review invoices for proper tax treatment, and accrue use tax where vendors did not charge it.
• Maintain 1099 vendor records and support year-end 1099 filing.
• Track subcontractor documentation to support prevailing wage and certified payroll compliance on public works jobs.

Payments and reporting

• Prepare weekly check runs, ACH, and credit card payments for review and approval.
• Reconcile company credit card statements and code charges to jobs and GL accounts.
• Prepare AP aging and cash requirement reports for the Accounting Manager and CFO.
• Support audits, bonding reviews, and lender requests with AP schedules and documentation.

Preferred Qualifications

• Experience with Foundation Software (job cost and AP modules) is a strong plus.
• Associate’s or bachelor’s degree in accounting, finance, or a related field, or equivalent experience.
• Experience with public works, prevailing wage or bonded projects.
• Familiarity with Arizona TPT, Utah and California sales and use tax.
• Experience with Microsoft 365 (Outlook, Teams, SharePoint) and document management.

Skills and Work Environment

• Strong attention to detail and accuracy in high-volume work.
• Organized, self-directed and able to manage competing deadlines across states.
• Clear, professional communication with vendors, project managers and field staff.
• Discretion with confidential financial and vendor information.
• Office environment; extended hours may be required at month end and year end.