Position Overview The Staff Accountant / AP Specialist is responsible for managing and executing the organization's accounts payable functions, including processing invoices, reconciling statements, and ensuring timely payments to vendors using P21 (Epicor). This role is essential to maintaining accurate financial records, optimizing cash flow, and building strong vendor relationships. The position sits within the Finance/Accounting department and collaborates closely with Sales, Customer Service, and Billing teams, supporting both the Massachusetts and Connecticut offices.

Core Responsibilities:

Invoice Management Review, verify, and process vendor invoices for accuracy and proper authorization. Match invoices to purchase orders and resolve discrepancies promptly. Enter invoice data into the accounting system for payment processing. Payment Processing Prepare and process electronic payments (ACH, wire transfers) and checks. Monitor payment schedules to ensure timely disbursements and avoid late fees. Address payment inquiries from vendors and internal stakeholders. Reconciliation and Reporting Reconcile vendor statements and resolve outstanding balances or discrepancies. Assist with month-end and year-end closing by reconciling accounts payable records. Generate and maintain accounts payable aging reports and payment activity summaries. Vendor and Internal Communication Serve as the primary contact for vendor inquiries regarding payments and account status. Collaborate with purchasing and receiving departments to resolve invoice disputes. Build and maintain positive relationships with vendors and internal teams. Compliance and Documentation Maintain organized and accurate records of invoices, payments, and correspondence. Ensure compliance with company policies, financial regulations, and tax requirements (e.g., 1099 reporting). Support internal and external audits by providing requested documentation and information. Process Improvement Identify opportunities to improve accounts payable processes and implement best practices. Utilize AP automation tools to enhance efficiency and accuracy. Stay current on industry trends and modern technologies in accounts payable management. Approve vendor invoices for payment and approve vendor credit memos for both company offices (MA and CT). Investigate and resolve discrepancies and other issues related to the approval of vendor invoices. Print and date-stamp vendor invoices received in the AP email inbox. Print and store purchase orders and packing slips from the Connecticut branch. Process vendor invoices, verify invoice accuracy, and prepare and issue payments. Maintain vendor files and file processed invoices. Reconcile vendor statements. Check ACH details for new vendors or vendors who change bank information. Perform full vendor maintenance in P21. Manage W-9 collection and recordkeeping for all vendors. Attach bills to P21 and the Accounting folder. Requirements & Qualifications Bachelor's degree in Accounting, Finance, or a related field; relevant professional experience may substitute for education. Proven experience in accounts payable, general ledger reconciliation, or financial analysis. Proficiency with P21 (Epicor) or similar ERP/accounting software strongly preferred. Strong Microsoft Excel skills, including data analysis and VLOOKUP functions. Working knowledge of GAAP standards and financial reporting compliance. Excellent attention to detail and ability to interpret and reconcile complex financial data. Strong communication skills for vendor and cross-departmental collaboration. Ability to manage multiple priorities across two office locations (MA and CT). #RJAF123

Pay:

$29.00 - $31.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person