AP Specialist

McCarl's Inc.; Warrendale (Allegheny County); On-site; USD 42,000 - 62,000; Full time

Job summary

McCarl's Inc. seeks an AP Specialist to join our purchasing and accounts payable team. You will code and enter vendor invoices, manage purchase orders, and support project teams with vendor-related issues in a busy office environment.

You will coordinate with vendors and internal departments to ensure accurate job costing, timely payments, and compliant record-keeping while contributing to process improvements and internal controls.

Qualifications

• 1-3 years of accounts payable or related transactional processing experience.
• Proficient in Microsoft Excel and Outlook; strong Word skills.

Responsibilities

• Review, code, and process vendor invoices accurately and timely.
• Create and monitor purchase orders and requisitions.
• Match invoices to purchase orders and receiving docs; assist with month-end close.

Skills

Accounts Payable

Excel

ERP systems

Vendor management

Education

Associate's or Bachelor's in Accounting/Finance

Tools

Job cost accounting

Job description

General Purpose:

The AP Specialist role is responsible for processes within the purchasing and accounts payable function including but not limited to coding and entering vendor invoices, processing and managing purchase orders, supporting the internal project team with vendor or subcontractor related issues, and communicating with vendors and suppliers as necessary.

Essential Duties and Responsibilities:

Accounts Payable & Purchasing

• Review, code, and process vendor invoices accurately and timely.
• Create, maintain, and monitor purchase orders and requisitions.
• Match invoices to purchase orders and receiving documentation.
• Process weekly payment runs, including checks, ACH, and wire transactions.
• Maintain vendor records and supporting documentation.

Vendor & Project Support

• Serve as a point of contact for vendors regarding invoices, payments, and account inquiries.
• Support project teams with vendor, subcontractor, and purchasing-related issues.
• Research and resolve invoice discrepancies, payment issues, and vendor statement reconciliations.
• Coordinate with operations and project management teams to ensure accurate job cost allocation.

Accounting & Reconciliation

• Reconcile accounts payable subledger to the general ledger.
• Assist with month-end close activities, accruals, and financial reporting requirements.
• Analyze AP variances and resolve outstanding items.
• Prepare schedules and supporting documentation for audits and reporting requests.

Compliance & Controls

• Ensure compliance with company purchasing policies and internal controls.
• Maintain accurate records for audit and regulatory requirements.
• Support Form 1099 reporting and year-end vendor compliance activities.
• Identify opportunities to improve AP processes, efficiency, and controls.

Systems & Continuous Improvement

• Maintain AP procedures and documentation.
• Assist with system enhancements, testing, and process improvements.
• Support master vendor data maintenance and workflow administration.

Qualifications:

• Associate's or bachelor's degree in Accounting, Business, Finance, or a related field preferred; equivalent experience will be considered.
• 1 to 3 years of accounts payable, accounting, or related transactional processing experience.
• Proficient in Microsoft Office applications, with strong Excel, Outlook, and Word skills.
• Experience working with ERP or accounting systems; familiarity with job cost accounting environments preferred.
• Construction, industrial, or project-based accounting experience is a plus.
• Strong attention to detail, organizational skills, and ability to manage multiple priorities.
• Ability to work independently while also collaborating effectively with cross-functional teams.
• Excellent verbal and written communication skills, including the ability to interact professionally with vendors, project teams, and internal stakeholders.
• Demonstrated problem-solving skills and a commitment to accuracy and continuous improvement.

Travel Requirement:

N/A

Location:

1413 9th Ave, Beaver Falls, PA 15010

Physical Requirements:

Will regularly sit, use of hands/fingers, talk/hear. Will occasionally stand, walk, grasp, reach w/ hands/arms, bend/stoop/kneel/squat/crawl. Lift up to 10lbs. Near vision. Ability to adjust focus.

Work Environment:

Will regularly be in an office. For the most part, ambient room temperatures, lighting and traditional office equipment as found in typical office environment. Moderate noise level. Employees must use personal protective equipment as deemed necessary by the industry/construction safety standards and/or by McCarl's safety policy and procedures. To perform this job successfully, an individual must be able to perform each activity, duty and responsibility satisfactorily. The requirements listed here are representative of the knowledge, skill and/or ability required, however are not comprehensive. Items may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

McCarl's and Affiliates are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, veteran status, or on any other characteristic protected by law.