Accounts Payable Specialist

Voltage Energy•Headquarters, KY

11d

About The Position

The Accounts Payable Specialist supports the company’s accounts payable function by processing vendor invoices, employee reimbursements, purchase-related documentation, and payments accurately and on time in accordance with company policies and internal controls. The role works with Finance, Procurement, Warehouse, Operations, and other departments to resolve discrepancies, maintain vendor records, reconcile purchase orders and receiving documentation, and ensure expenditures are properly documented and approved. The position handles invoice processing, vendor management, payment preparation, purchase order and receiving reconciliation, employee expense reviews, month-end and accounting support, and compliance with internal controls. It also supports audits, annual Form 1099 preparation, and process-improvement projects. The role may communicate with international colleagues about intercompany transactions, vendor documentation, and financial information. Work is primarily in an office environment, with occasional movement through warehouse and manufacturing areas as business needs require. Applicants must be authorized to work for any employer in the United States; the company will not sponsor or take over sponsorship of employment visas.

Requirements

Associate degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
2–4 years of accounts payable, accounting, bookkeeping, or related financial experience preferred.
Experience with SAP.
Experience processing vendor invoices and payments.
Understanding of basic accounting principles and accounts payable processes.
Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
Experience working with an ERP or accounting system.
Ability to accurately process a high volume 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.

Nice To Haves

Experience with purchase orders and three-way matching.
Experience in manufacturing, distribution, supply chain, or a rapidly growing organization.
Experience supporting month-end close activities.
Experience with vendor statement reconciliations.
Familiarity with Form 1099 reporting requirements.
Experience working with purchasing and receiving processes.
Experience supporting organizations with domestic and international vendors.
Intermediate Microsoft Excel skills, including lookups, pivot tables, filtering, and data reconciliation.

Responsibilities

Receive, review, code, and process vendor invoices accurately and promptly.
Verify invoice documentation, authorization, account coding, and approvals before payment.
Enter invoices and other accounts payable transactions into the company’s ERP or accounting system.
Review invoices for mathematical accuracy, duplicate billing, sales/use tax treatment, and compliance with purchasing and payment procedures.
Process purchase order and non-purchase-order invoices and perform three-way matching when applicable.
Identify and resolve discrepancies involving pricing, quantities, purchase orders, receipts, approvals, or supporting documentation.
Ensure invoices are recorded in the appropriate accounting period and maintain complete electronic AP records.
Establish and maintain vendor records, obtain required vendor documentation, and review vendor setup or change requests.
Verify vendor banking or payment-information changes according to established procedures.
Respond to vendor inquiries, research and reconcile vendor statements, and investigate outstanding invoices, credits, duplicate payments, and other discrepancies.
Prepare invoices for scheduled payment runs and assist with ACH, wire, check, and other approved payment methods.
Verify payment authorization, retain complete payment documentation, monitor due dates, and research returned, rejected, or outstanding payments.
Follow segregation-of-duties and payment-control procedures.
Work with Procurement, Warehouse, PMC/Materials, and other departments to resolve invoice-to-PO discrepancies and outstanding documentation issues.
Monitor open purchase orders and aged unmatched invoices.
Review employee expense reports and reimbursement requests for completeness, documentation, approval, and policy compliance.
Verify receipts and business purposes, resolve exceptions, and assist employees and managers with reimbursement questions.
Assist with monthly, quarterly, and year-end close activities, AP accruals, subledger-to-general-ledger reconciliations, and research of outstanding transactions.
Assist with AP aging reports, other financial reports, audit support, and annual Form 1099 preparation and vendor reporting.
Follow AP policies, authorization requirements, and internal controls; protect confidential information and escalate suspected fraud or unusual transactions.
Participate in AP process and internal-control improvements and support Finance and Accounting special projects.
Collaborate with Finance and Accounting, Procurement, Warehouse, Production and Manufacturing, PMC/Materials Management, Supply Chain, Facilities and Maintenance, Human Resources, Sales and Operations, and department managers and budget owners.