Careers

Job Title: Accounts Payable Specialist

Reports To: Manager, Accounting

Wage Type: Hourly (Non-Exempt)

We will determine pay rate based on skills and experience in relation to the function of the role, as well as equity to employees in the same or similar roles.

Job Summary:

The Accounts Payable Specialist plays a critical role in managing the financial obligations of Congruex by processing invoices accurately and timely, maintaining vendor relationships, ensuring compliance with policies and procedures, and supporting financial reporting and analysis. Their attention to detail, organizational skills, and ability to work effectively with vendors and internal stakeholders contribute to the overall financial health and operational efficiency of Congruex.

Job Responsibilities (Including, but not limited to):

·         Receive and review invoices from vendors and suppliers for goods and services rendered.

·         Verify that invoices are accurate, complete, and in accordance with contractual terms and purchase orders.

·         Obtain necessary approvals and coding for invoices before processing payment.

·         Prepare and process payments to vendors and suppliers via check, electronic funds transfer (EFT), or other payment methods.

·         Ensure payments are processed accurately and timely to meet payment terms and avoid late fees or penalties.

·         Maintain records of payments and reconcile payments with invoices and accounts payable ledger.

·         Communicate with vendors and suppliers regarding invoice discrepancies, payment inquiries, and payment status updates.

·         Address vendor inquiries and resolve issues related to invoices, payments, and account statements.

·         Build and maintain positive relationships with vendors to facilitate smooth payment processing and resolve issues promptly.

·         Reconcile accounts payable transactions and vendor statements to ensure accuracy and completeness of financial records.

·         Identify and resolve discrepancies in accounts payable records.

·         Assist in expense reporting and analysis by compiling data, preparing reports, and providing insights into spending trends.

·         Collaborate with finance or accounting team members to support month-end and year-end closing processes.

·         Ensure compliance with company policies, procedures, and accounting standards related to accounts payable processes.

·         Maintain accurate and up-to-date documentation and records related to accounts payable transactions, invoices, and payments.

·         Recommend and implement process improvements to streamline accounts payable processes, enhance efficiency, and reduce costs.

·         Identify opportunities for automation or system enhancements to improve accuracy and timeliness of payments.

·         Assist auditors during internal and external audits by providing supporting documentation, explanations, and reconciliations related to accounts payable.

·         Ensure audit readiness and compliance with audit requirements and inquiries.

·         Collaborate with procurement, receiving, and other departments to resolve issues related to purchase orders, deliveries, and invoice discrepancies.

·         Communicate effectively with internal stakeholders to ensure alignment on payment priorities and vendor management.

·         Coordinate with procurement, legal and business units to onboard new vendors and update vendor master data, ensuring compliance with all onboarding requirements.

·         Provide training and support to new employees or team members on accounts payable processes, procedures, and systems.

·         Share expertise and best practices to promote continuous learning and development within the finance department.

·         Performs other duties as assigned.

Required Skills & Qualifications:

·         Associate degree in Accounting, Finance, or a related field (required); Bachelor’s degree preferred.

·         2–4 years of hands-on experience in accounts payable or a similar accounting function.

·         Experience working with ERP systems (e.g., SAP, Oracle, NetSuite, QuickBooks) and electronic payment processing platforms.

·         Solid understanding of the full accounts payable cycle, including invoice matching, approvals, payment processing, and reconciliation.

·         Proficiency in Microsoft Excel (e.g., XLOOKUPs, pivot tables) and standard office applications.

·         Experience with automated AP systems, document management software, and financial reporting tools.

·         Strong attention to detail and accuracy in data entry and financial recordkeeping.

·         Ability to identify and resolve discrepancies or issues in a timely and effective manner.

·         Organized and capable of managing multiple priorities and deadlines without sacrificing accuracy.

·         Clear and professional written and verbal communication skills.

·         Proven ability to interact effectively with vendors, internal departments, and team members.

·         Understanding of audit support processes and requirements for documentation.

Physical Demands & Work Environment:

Physical Demands:

·         Extended periods sitting at a desk and working on a computer.

·         Must be able to occasionally lift up to 15 pounds (e.g., office supplies, packages).

·         Regular use of hands and fingers to operate computers, printers, and other office equipment.

·         Visual acuity required for reading documents and computer screens.

Work Environment:

·         Standard office setting with controlled climate.

·         Noise level is generally low to moderate (e.g., printers, phone calls, conversations).

·         May require occasional travel for meetings, training, or other business-related activities.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an “at-will” employment relationship.