Accounts Payable Specialist - Hybrid Schedule Available

Mansfield Oil Company
United States, Georgia, Gainesville
1025 Airport Parkway (Show on map)
Mar 21, 2025
The Accounts Payable Specialist is responsible for receiving and accurately processing vouchers for vendor invoices, initiating, recording and accurately processing vendor drafts, managing invoice exception procedures, timely processing tax diversions, managing balance sheet account balances, monitoring vendor aging reports, responding to requests for information from stakeholders, and being the point of contact for carriers, suppliers, and vendors. Responsibilities Process and Post Payables Transactions Receive manual and automated invoices and process for payment within terms Audit invoices submitted and ensure billing rates and accessorials are aligned to contract pricing Verify that transactions comply with company policies and procedures Maintain updated vendor files including master file records Key and post wires Key and post manual vendor drafts to ledger Process and post automated vendor drafts to ledger Reconcile draft activity between bank reports and accounting system Create entries to re-class any expenses for general ledger corrections Timely enter miscellaneous billing into the accounting system and process corresponding payable invoices for payment Maintain knowledge of fuel tax related issues Respond appropriately to vendor inquires Analyze and reconcile vendor statements by identifying errors in posting or omissions and corrects discrepancies Exception Management Investigate and reconcile invoice differences directly with carrier, supplier, and internal departments to manage AP process and minimize aging balances due Investigate and resolve problems associated with processing of invoices Ensure the proper approval of invoicing discrepancies Communicate and work with stakeholders on exceptions until resolved Request credit and rebill from vendor or internally where necessary Process Electronic Payments for General Accounts Payable Process ACH payments for general accounts payable daily in both US and Canadian Entities Process manual ACH and reconcile to bank Post wire transactions and reconcile to bank Generate remittance advice for ACH transactions to provide to vendors Process and code all accounts payable vouchers Receive and sort all invoices for approval and payment Pull electronic invoices from website for processing Verify, code, and enter all approved invoices into the accounting system Review vendor statements monthly Process recurring payments Process check Runs Process scheduled check runs Reconcile cash proposal report Match checks and all back-up Mail check to recipients Mail Process and distribute incoming mail Process and drop off outgoing mail Other Duties as Assigned Maintain zero or credit balance in GL 215066-1010 account for assigned suppliers Process tax diversions and send required paperwork to tax department Review AP aging report to maintain accurate balance detail Review outstanding invoices for previous month and generate AP expense Accruals for general ledger entry Track individual AFE purchases and monitor remaining approved balances; communicate activity to stakeholders Provide support to other departments who interact with the accounts payable function Develop SOPs and follow existing documented processes Respond to stakeholder requests for resolution or information within required SLA (service level agreement) Position Requirements Formal Education & Certification High school diploma required Bachelor's degree preferred Knowledge & Experience Proficiency at 10 key calculator use Strong analytical skills One year or more of analyst experience Microsoft Excel and Outlook skills at the intermediate level Intermediate computer skills and system skills Strong data entry skills Qualifications & Characteristics The ability to multi-task Strong communication skills The ability to work in a team environment Attitude of continuous improvement Work Environment 40-hour work week - hybrid schedule available (3 days in office, 2 days remote), once training is completed Sitting for extended periods of time Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.