Accounts Payable Specialist

Description

JOB DESCRIPTION

Accounts Payable Specialist

The Joe Gear Companies are a family investment and management company with a mission to glorify God

by serving our clients, providing opportunities for our staff, and improving our communities by

making better the lives of everyone with whom we come in contact. We are currently invested in

light, medium and heavy-duty truck sales, parts, and service, foreign and domestic defense

contracting, and real estate. Our Mission is to provide what is needed for our people and companies

to be customer focused. We exist to improve the lives of everyone with whom we come in contact by

living out our core values.

COMPANY CORE VALUES

Core values are our most deeply held beliefs. These beliefs drive all our decisions, and our

decisions drive our results. They are a huge part of who we are. As an employee, they must also be

a huge part of who you are.

Do the Right Thing: No amount of money is worth betraying a trust. We do what is hard simply

because it is right.

• •Relentless Drive: We do not stop until we achieve our goals.
• •Customer Focused: We are prepared to take excellent care of our internal and external

customers.

Win As A Team: We collaborate, partner and each do our part. We help each other.

POSITION GENERAL SUMMARY

The Accounts Payable Specialist is responsible for accurately and efficiently managing accounts

payable activities for multiple companies and locations within Joe Gear Companies.

Primary responsibilities include processing vendor invoices, verifying purchase orders, managing

corporate credit-card transactions, preparing vendor payments, reconciling vendor statements, and

ensuring expenses are accurately recorded in the appropriate company and accounting period.

This position plays an important role in maintaining accurate financial records, protecting company

assets, supporting timely financial reporting, and ensuring compliance with established accounting

policies and procedures.

The Accounts Payable Specialist reports to Accounting Leadership and works closely with the Lead

Accounting Specialist to meet departmental deadlines and maintain strong internal controls.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Do the Right Thing

Vendor Invoice Processing

• •Review and process vendor invoices through Stampli and QuickBooks.
• •Verify invoice accuracy, purchase order matching, proper expense coding, invoice numbers,

company/location assignments, approvals, and supporting documentation.

Identify and resolve duplicate invoices, missing purchase orders, pricing discrepancies, coding

errors, and other invoice exceptions.

Follow up with store personnel, vendors, and managers to resolve outstanding invoice

questions.

Monitor pending invoices and approval queues to ensure invoices are processed within established

deadlines.

• •Review open purchase orders and investigate potential missing vendor invoices.
• •Ensure vendor bills are recorded in the correct accounting period.
• •Maintain accurate and organized supporting documentation for all transactions.

Vendor Management and Reconciliation

Monitor accounts payable email inboxes and respond to vendor inquiries, payment-status requests,

and internal questions.

• •Assist with new vendor setup, including obtaining vendor packets and W-9 documentation.
• •Maintain accurate vendor records in QuickBooks.
• •Review and reconcile vendor statements to identify missing invoices, unapplied credits,

duplicate charges, and outstanding balances.

• •Research and resolve vendor account discrepancies.
• •Monitor outstanding vendor balances and communicate potential payment issues to Accounting

Leadership.

Maintain accurate records of unresolved vendor issues and follow through until

resolution.

Corporate Credit Cards

Review, categorize, and accurately record corporate credit-card transactions in

QuickBooks.

Match credit-card transactions with receipts, purchase orders, and supporting

documentation.

Follow up on missing credit-card receipts and escalate overdue documentation according to

company policy.

Identify unusual or potentially unauthorized transactions and notify Accounting

Leadership.

• •Reconcile credit-card transaction activity and investigate discrepancies.
• •Process monthly corporate credit-card payments by their established due dates.
• •Distribute monthly credit-card statements to the appropriate General Managers and executive

leadership for review.

Ensure compliance with company credit-card policies and purchasing procedures.

Vendor Payments

• •Prepare and process scheduled accounts payable check runs.
• •Verify vendor balances, payment amounts, due dates, and supporting documentation before

processing payments.

• •Ensure vendor payments are processed accurately and within established payment terms.
• •Identify and prevent duplicate payments, unnecessary early payments, late fees, and potential

account interruptions.

• •Maintain accurate payment records and documentation.
• •Communicate payment discrepancies or concerns to Accounting Leadership.

Month-End Accounting Responsibilities

• •Complete accounts payable cutoff procedures for the prior accounting period.
• •Verify that prior-month vendor invoices have been properly recorded and processed.
• •Review pending invoices, vendor statements, and outstanding payable balances.
• •Identify unresolved invoices, missing documentation, and other exceptions that could affect

financial reporting.

Ensure all prior-month invoices are approved and exported from Stampli or have a documented

exception.

Prepare and communicate a month-end accounts payable exception report to the Lead Accounting

Specialist.

Coordinate with Accounting Leadership to ensure accounts payable activities are completed

according to established month-end deadlines.

Maintain complete, accurate, and audit-ready accounts payable records.

Relentless Drive

• •Demonstrate initiative in identifying and resolving accounting discrepancies.
• •Continuously improve knowledge of accounts payable processes, accounting systems, and company

procedures.

Manage daily responsibilities efficiently while maintaining accuracy and attention to

detail.

• •Take ownership of outstanding items and follow through until resolved.
• •Participate in regular one-on-one meetings and departmental training.
• •Identify opportunities to improve accounts payable processes, reduce unnecessary expenses, and

strengthen internal controls.

Customer Focused

Provide timely, professional assistance to vendors, store managers, and internal

departments.

• •Respond to questions and concerns with a solutions-oriented approach.
• •Communicate proactively when additional information or approvals are needed.
• •Help maintain positive vendor relationships through accurate and timely payment

processing.

Follow established company procedures while supporting operational needs.

Win As A Team

Work collaboratively with Accounting Leadership and other team members to support accurate

financial reporting.

• •Communicate concerns, delays, and unresolved issues promptly.
• •Support other Accounts Payable Specialists within the assigned functional area as

needed.

• •Maintain confidentiality of company financial information.
• •Demonstrate accountability, professionalism, and commitment to company core values.
• •Perform other accounts payable-related duties as assigned by Accounting Leadership.

PERFORMANCE STANDARDS

• •Respond to vendor emails, phone calls, and internal inquiries within one business day.
• •Process complete and properly approved vendor invoices accurately and within established

deadlines.

Maintain accurate invoice coding, purchase order matching, and supporting

documentation.

• •Actively monitor and follow up on outstanding invoices and approval exceptions.
• •Ensure corporate credit-card transactions are properly coded and documented.

Joe Gear Companies Job Description

Accounting