Accounts Payable Specialist — Fast-Paced Growth Role

Voltage LLC; United States; On-site; USD 52,000 - 76,000; Full time

Job summary

Voltage LLC is seeking an Accounts Payable (AP) Specialist to support our growing finance team. You will process vendor invoices, reconcile PO and receiving documents, manage vendor records, and ensure timely payments across multiple departments including Procurement and Operations.

The role requires 2–4 years of AP experience, an associate degree, and proficiency with Excel and ERP systems. You will help maintain internal controls and support month-end close in a fast-paced environment.

Qualifications

• Associate degree in Accounting, Finance, Business Administration, or related field preferred; equivalent relevant experience may be considered.
• 2–4 years of accounts payable, accounting, bookkeeping, or related financial experience preferred.
• Experience processing vendor invoices and payments.
• Understanding of basic accounting principles and accounts payable processes.
• Experience with purchase orders and three-way matching preferred.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience working with an ERP or accounting system.
• Ability to accurately process high volumes of transactions.
• Strong attention to detail and organizational skills.
• Ability to prioritize multiple assignments and meet established deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality when handling financial and employee information.

Responsibilities

• Receive, review, code, and process vendor invoices accurately and timely.
• Verify invoices for appropriate documentation, authorization, account coding, and approval prior to payment.
• Enter invoices and other accounts payable transactions into the company's ERP/accounting system.
• Review invoices for mathematical accuracy, duplicate billing, appropriate sales/use tax treatment, and compliance with established purchasing and payment procedures.
• Process both purchase order (PO) and non-PO invoices.
• Perform three-way matching of purchase orders, receiving documentation, and vendor invoices when applicable.
• Identify and resolve discrepancies involving pricing, quantities, purchase orders, receipts, approvals, or other supporting documentation.
• Ensure invoices are recorded within the appropriate accounting period.
• Maintain accurate and complete electronic accounts payable records.
• Establish and maintain vendor records in accordance with company procedures and internal controls.
• Obtain required vendor documentation, including Form W-9 and payment information.
• Review requests for new vendors and changes to existing vendor information.
• Follow established verification procedures for vendor banking or payment-information changes.
• Respond professionally and timely to vendor inquiries regarding invoice and payment status.
• Research and reconcile vendor statements.
• Investigate outstanding invoices, credits, duplicate payments, and other discrepancies.
• Maintain positive working relationships with vendors while protecting the company's financial interests.
• Prepare invoices for scheduled payment runs.
• Assist with ACH, wire, check, and other approved payment methods.
• Verify appropriate authorization prior to releasing payments.
• Ensure payment documentation is complete and properly retained.
• Monitor payment due dates to help avoid late fees, duplicate payments, and service interruptions.
• Assist with researching returned, rejected, or outstanding payments.
• Maintain appropriate segregation of duties and follow established payment-control procedures.
• Work closely with Procurement, Warehouse, PMC/Materials, and other departments to resolve invoice-to-PO discrepancies.
• Research situations involving missing purchase orders, missing receipts, quantity differences, pricing discrepancies, or incomplete approvals.
• Monitor invoices that cannot be processed due to missing or incorrect supporting documentation.
• Follow up with responsible departments to ensure outstanding issues are resolved timely.
• Assist with monitoring open purchase orders and aged unmatched invoices.
• Review employee expense reports and reimbursement requests for completeness, proper documentation, approval, and compliance with company policies.
• Verify receipts and business purposes are properly documented.
• Identify exceptions and obtain required clarification or approval before processing.
• Assist employees and managers with questions regarding expense reimbursement procedures.
• Assist with monthly, quarterly, and year-end closing activities.
• Ensure invoices received are recorded in the appropriate accounting period.
• Assist with identifying and recording accounts payable accruals as requested.
• Reconcile accounts payable subledger information to the general ledger as assigned.
• Research outstanding AP transactions and reconciliation differences.
• Assist with preparation of AP aging reports and other financial reports.
• Provide documentation and supporting schedules for internal and external audits.
• Assist with annual Form 1099 preparation and vendor reporting requirements.
• Support Finance and Accounting with special projects and process improvements as needed.
• Follow established accounts payable policies, approval authority requirements, and segregation-of-duties controls.
• Ensure expenditures have appropriate authorization before processing.
• Maintain complete documentation supporting financial transactions.
• Protect confidential vendor, employee, banking, and company financial information.
• Escalate suspected duplicate invoices, unusual transactions, unauthorized purchases, or potential fraudulent activity.
• Follow established procedures for verifying vendor banking changes to reduce fraud risk.
• Support internal and external audits by providing requested AP documentation.
• Participate in continuous improvement initiatives related to AP processes and internal controls.
• Finance & Accounting
• Procurement
• Warehouse
• Production & Manufacturing
• PMC / Materials Management
• Supply Chain
• Facilities & Maintenance
• Human Resources
• Sales and Operations Department managers and budget owners

Skills

Vendor Invoices

Three-Way Matching

ERP System

Excel

Outlook

Detail Orientation

Time Management

Confidentiality

Education

Associate degree in Accounting/Finance/Business

Tools

SAP Business One

ERP System

Job description

Voltage LLC is seeking an Accounts Payable (AP) Specialist to support our growing finance team. You will process vendor invoices, reconcile PO and receiving documents, manage vendor records, and ensure timely payments across multiple departments including Procurement and Operations.

The role requires 2–4 years of AP experience, an associate degree, and proficiency with Excel and ERP systems. You will help maintain internal controls and support month-end close in a fast-paced environment.