Accounts Payable Specialist

PCSI - Professional Contract Services, Inc • Austin, TX

7d • Hybrid

About The Position

PCSI is seeking an Accounts Payable Specialist to support its financial operations for federal service contracts and business activities nationwide. The role involves processing invoices, managing vendor payments, maintaining financial records, and ensuring compliance with accounting procedures, documentation standards, and internal controls. This position requires close collaboration with the Accounts Payable team, Procurement, site leaders, and other departments to resolve invoice and payment issues, support purchase order accuracy, and provide excellent customer service. The Accounts Payable Specialist will play a crucial role in the smooth operation of Accounts Payable by managing high-volume vendor accounts, reconciling statements, processing recurring expenses, and assisting with month-end and year-end activities. The ideal candidate is highly organized, possesses strong communication skills, can manage competing priorities, safeguard confidential information, explain processes clearly to internal customers and vendors, and escalate issues appropriately.

Requirements

• High School Diploma and/or some college experience.
• Minimum 1-3 years of prior experience in Accounts Payable or a similar accounting role required.
• Requires knowledge of Windows PC functions and software.
• Knowledge and operation of Microsoft Office products (Excel, Word, PowerPoint, etc.).
• Strong written, oral, and interpersonal communication skills.
• Highly self-motivated and directed.
• Proven analytical and creative problem-solving abilities.
• Ability to work in a team-oriented, collaborative environment.
• Ability to prepare, maintain and control a variety of office records, documents, and confidential files with a high degree of accuracy, timeliness, and proficiency.
• Detail oriented with a high level of accuracy and organizational skills.
• Excellent analytical and problem-solving skills.
• Self-starter with the ability to work both with minimal supervision and as a team player at the same time.
• Willingness to continue learning.
• Ability to pass criminal, drug, financial, and driving screening.
• May need to have the ability to legally drive a company vehicle.
• Ability to exchange accurate information in person and over the phone.

Nice To Haves

• Experience with purchase orders (POs) in Accounts Payable preferred.
• Experience in Unanet preferred.

Responsibilities

• Perform Accounts Payable responsibilities in accordance with established procedures, internal controls, and documentation standards, and escalate exceptions or unresolved issues as appropriate.
• Monitor the Accounts Payable email inbox, incoming mail, and ticketing system; review, sort, route, and respond to invoices, vendor statements, checks, correspondence, and other inquiries; maintain timely follow-through until each item is resolved.
• Review, enter, and process recurring headquarters and job site invoices, including utilities, telephone, internet, and other recurring expenses, ensuring invoices are accurate and properly supported.
• Prepare and process weekly and off-cycle vendor payments, including checks, ACH, E-payables, and credit card payments; obtain required approvals and ensure supporting invoice documentation is complete before payment.
• Coordinate payment delivery and vendor notification by mailing checks, arranging courier services when necessary, and sending remittance advice and supporting payment details to vendors; safeguard sensitive and confidential information, including Social Security numbers, salary and benefit information, banking details, employee relief situations, and other protected information.
• Manage assigned high-volume, multi-site vendor accounts by maintaining complete and organized records, ensuring invoices and credits are received and entered, confirming payments are applied correctly, and reconciling vendor statements.
• Work closely with Procurement and purchase order requesters to verify that purchase orders are accurate and current and to coordinate any required purchase order modifications before invoices are processed.
• Review invoice coding and supporting documentation, research discrepancies, and prepare coding corrections and reclassifications as needed.
• Assist with month-end and year-end Accounts Payable activities, including accrual support, reporting, and audit documentations, as assigned.
• Provide backup support within the Accounts Payable team, including reviewing and posting job site submitted invoices and reviewing and approving credit card expense reports.

Benefits

• Annual bonus opportunity up to 6%.
• Comprehensive medical, dental, and vision coverage with 100% employer-paid premiums for Employee Only plans.
• 401(k) with company match up to 6%, with pre-tax and Roth options, and 100% immediate vesting upon eligibility.
• Company-paid short-term and long-term disability, plus additional voluntary benefit options.
• 21 days of PTO each year, in addition to all federal holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED