Invoicing Specialist

Aston Carter•Rockford Township, IL

1d•$22 - $26•Onsite

About The Position

The Accounts Payable / Invoicing Specialist is responsible for the accurate and timely processing of invoices, check requests, and refund requests, as well as freight reconciliation and vendor communications. This 30-hour-per-week, six-month assignment supports a growing accounting team during a key transition period and offers meaningful, hands-on work in a manufacturing environment, with exposure to process improvement and accounts payable automation initiatives.

Requirements

High school diploma or GED.
1–3 years of combined accounts payable and/or accounts receivable experience.
Hands-on experience working with an ERP system, preferably in a manufacturing environment.
Proficiency with Microsoft applications, including Excel, Word, Teams, and Outlook.
Strong data entry skills with excellent speed and accuracy.
Experience with invoice processing, reconciliation, and basic accounting principles.
Ability to provide professional customer service to vendors and internal stakeholders.
Comfort working with billing, aging reports, deposit verification, credit research, and month-end activities.
Ability to achieve results independently and within a team setting.
Ability to multitask effectively and meet deadlines in a fast-paced environment.
Excellent verbal and written communication skills.
Strong analytical ability and problem-solving skills.
High attention to detail and accuracy in financial documentation.
Demonstrated ability to take ownership of tasks and learn from mistakes.

Nice To Haves

College education in accounting, finance, business, or a related field is a plus.
Experience with Winman ERP or similar systems is preferred.
Experience working on automation or system integration projects is advantageous.
Comfort working with multiple systems and learning new technologies quickly.
Quick learner who adapts well to new processes and tools.
Tech-savvy mindset and interest in process improvement and accounts payable automation.
Strong customer service orientation and ability to build positive relationships with vendors and colleagues.
Proven ability to prioritize tasks and manage competing deadlines.
Positive attitude, initiative, and willingness to ask questions and seek clarification.
Ability to collaborate effectively with accounting leadership, IT, operations, engineering, sales, and executives.

Responsibilities

Process accounts payable invoices in an accurate and timely manner, including data entry and importing or exporting data files.
Obtain appropriate approvals for invoice payments from the correct department leaders and resolve invoice errors prior to payment.
Prepare and process weekly check runs to ensure vendors are paid according to agreed terms.
Reconcile vendor statements, investigate discrepancies, and respond promptly and professionally to vendor inquiries.
Perform freight payables activities, including matching freight bills to freight accruals in the ERP system and making adjustments where necessary.
Audit freight bills against the freight manifest and collaborate with transportation and operations teams to resolve invoice issues.
Support daily accounts payable processing, including invoice coding and maintaining accurate records for month-end activities.
Act as back-up to the P-Card administrator by setting up new users, responding to user inquiries, and training users on system functionality and requirements.
Process and code invoices to be paid on the Accounts Payable Department P-Card and manage communications and reporting around the billing cycle period close.
Enter new vendor information into the appropriate databases and maintain up-to-date vendor records, including sales tax information.
Assist with year-end and interim external audits, and support internal and external SOX audit activities as needed.
Maintain strong working relationships with vendors and internal departments, providing professional and timely customer service.
Manage email correspondence, including monitoring and distributing messages from the department email box.
File invoices and maintain organized documentation to support audit and reporting requirements.
Model a continuous improvement mindset by identifying process improvements and efficiencies in accounts payable workflows.
Participate in process improvement and automation initiatives, including testing and learning a new AP system and helping refine business processes.
Support month-end activities related to accounts payable, including reconciliation and reporting tasks.
Take ownership of assigned work, ask questions to clarify requirements, and communicate effectively with accounting, IT, operations, and leadership teams.
Prioritize and multitask in a fast-paced environment, meeting deadlines while maintaining high accuracy and attention to detail.