AP Specialist

GEM Supply Company•Orlando, FL

11d

About The Position

The Accounts Payable Clerk keeps cash and paperwork moving through the accounting office. The role owns daily mail handling, posts customer payments, supports the AP process from invoice to payment, and prepares and sends vendor remittances. It reports to the Accounting Manager and is a hands-on, detail-driven position suited to someone early in an accounting career.

Requirements

High school diploma or equivalent
1–2 years of AP, AR, cash posting or general accounting clerk experience
Working knowledge of Excel (sorting, filters, basic formulas) and an accounting/ERP system
High accuracy with data entry and numbers; strong follow-through on open items
Clear, professional communication with vendors, customers and coworkers
Ability to handle confidential financial information with discretion

Nice To Haves

Associate degree or coursework in accounting or business
Experience in a wholesale distribution environment
Familiarity with 3-way match, lockbox and ACH remittance processes
Experience with an ERP such as Sage, Acumatica, NetSuite or similar

Responsibilities

Open, sort, date-stamp and distribute all incoming mail daily
Log and route customer checks, vendor invoices, statements and correspondence to the right owner
Scan and file source documents to the accounting system and shared drives
Prepare and send outgoing mail, including vendor checks and customer correspondence
Post customer payments (checks, ACH, wires, credit cards, lockbox) to customer accounts daily
Match payments to open invoices; research short-pays, overpayments, deductions and unapplied cash
Prepare bank deposits and daily cash logs
Flag credits, disputes and unidentified receipts to the Accounting Manager
Enter vendor invoices accurately and on time; perform 2- and 3-way match against POs and receiving
Route invoices for approval and follow up on missing approvals or receipts
Maintain vendor files, including W-9s and payment details, under established controls
Reconcile vendor statements and resolve discrepancies
Answer vendor inquiries on invoice and payment status
Assist with weekly check runs and ACH payment batches
Prepare and send remittance advices for check, ACH and wire payments
Track and file returned, voided and uncashed checks
Support escheat (unclaimed property) tracking as directed
Assist with month-end close tasks: AP accruals, aging reviews and account reconciliations
Support 1099 preparation and year-end audit requests
Follow internal controls, including segregation of duties over cash and vendor changes
Cover front-office or other accounting tasks as assigned by the Accounting Manager