Sr. AP Automation Specialist

Genesee & Wyoming Inc. • Mesa, AZ

2d • Onsite

About The Position

The Sr. AP Automation Specialist is responsible for the accurate and timely processing of vendor invoices and payments for specific legal entities using Microsoft Dynamics 365 Finance and the Medius AP Automation platform. This position works primarily within automated invoice capture and approval workflows, resolving exceptions, researching discrepancies, and supporting vendors and internal stakeholders to keep the procure-to-pay cycle moving and ensuring invoices are processed in accordance with company procedures, approval requirements, and month-end close timelines.

Requirements

• Strong attention to detail, accuracy and deadlines in a high-volume transaction environment.
• Familiarity with accounts payable concepts including purchase orders, receipts, three-way matching, accruals, and payment terms.
• Experience with an ERP accounts payable module; Microsoft Dynamics 365 Finance preferred.
• Experience with an AP automation or invoice workflow platform; Medius a plus.
• Diligence and sound judgment in reviewing invoices, new vendor requests, and vendor updates, including verifying support, questioning unusual items, and following internal controls rather than approving without appropriate review.
• Strong computer skills, including working knowledge of Microsoft Excel and Outlook.
• Effective written and verbal communication skills for interaction with vendors and internal stakeholders.
• Ability to prioritize, meet recurring deadlines, and work independently with general supervision.
• Comfort working alongside AI-assisted tools: reviewing and validating machine-captured invoice data and system-suggested coding, recognizing when a suggestion is wrong, and knowing when to override or escalate rather than accept.
• Willingness to learn and adopt new AI and automation capabilities as the platform evolves, and to shift focus from manual keying toward exception handling and analysis.
• Comfortable working in a continuously improving, automation-driven environment.

Nice To Haves

• Experience with Microsoft Dynamics 365 + Medius, a plus.

Responsibilities

• Drive touchless invoice processing rates and reduce manual intervention through continued automation, master data hygiene, and supplier enablement for electronic invoicing.
• Enforce accounts payable policies, procedures, and internal controls, ensuring compliance with delegation of authority and segregation of duties requirements.
• Monitor and report on AP key performance indicators including invoice cycle time, touchless rate, aging, discount capture, and exception volumes; investigate and resolve adverse trends.
• Manage the disbursement calendar and payment methods (ACH, check, virtual card, wire) in coordination with Treasury to optimize working capital and payment security.
• Oversee vendor master data governance, including onboarding controls, banking detail changes, and fraud prevention protocols.
• Resolve escalated vendor and internal stakeholder issues, working to root cause rather than transaction-level fixes.
• Ensure compliance with 1099s (MISC and NEC), unclaimed property, and other regulatory reporting obligations related to disbursements.
• Own the relationship with the third-party utility payment processing supplier. Research new accounts to obtain approvals and coding as necessary to set up for payment. Key point of contact for all disconnection notices.
• Process vendor invoices through the Medius AP Automation platform, reviewing captured data for accuracy and completing coding to the correct legal entity, account, and financial dimensions.
• Perform line-mapping of invoices against related purchase orders; research and resolve price, quantity, and receipt discrepancies with Procurement and requisitioners.
• Manage assigned exception and hold queues, escalating aged or unresolved items as needed.
• Route invoices for electronic approval in accordance with the delegation of authority; follow up on pending approvals to prevent late payment.
• Reconcile vendor statements, research unapplied credits and debit balances, and request or apply credit memos as appropriate.
• Respond to vendor and internal inquiries regarding invoice and payment status in a professional and timely manner.
• Assist with vendor master data requests, including validation of new vendor and banking change documentation in line with fraud prevention controls.
• Support month-end close activities including accrual documentation and subledger reconciliation.
• Identify recurring exceptions and recommend process or configuration improvements that increase touchless processing.
• Maintain accurate records and documentation in support of internal and external audit requirements.
• Assist with other projects and perform other duties as assigned.

Benefits

• Medical, Dental, Vision & Telehealth
• Life Insurance
• Optional benefit coverages for Accident, Critical Illness, Hospital, ID Theft & Life Insurance
• Flexible Spending & Health Savings account plans
• Employee Assistance Program
• 401(k) Retirement Plan
• On the Job Training
• Paid Time Off
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree