TPI Staffing
Overview
Accounts Payable Specialist — US — Pay: $22.00 – $25.00 per hour • Contract to Perm
Responsibilities
Enter 100% of invoices within 2 business days of receipt (email or paper).
Triage the A/P inbox twice daily (by 10:00 a.m. and 3:00 p.m.); log sender, action taken, and date/time.
Ensure invoices are properly coded to accounts, cost centers, and projects.
Perform three-way match (PO receiving invoice) for all PO’d invoices.
Escalate any mismatch (qty/date/price) within 1 business day.
Clear discrepancies within 3 business days and adjust PO/receiving paperwork once resolved (retain approval/adjustment documentation).
Obtain sign-off before entry for Non-PO invoices
Maintain a running Pending-Approval List and email it every Mon/Wed/Fri to the approver group until each item is approved.
Apply payments to invoices within 2 business days of cash withdrawal/remittance.
Send an updated A/P aging by end of day each Friday.
Monitor for duplicate payments and ensure vendor credits are properly applied.
Request vendor statements on the 10th and 25th of each month for vendors with annual spend.
Reconcile statements within 3 business days of receipt; document gaps and follow-ups in a Statement Tracking Sheet.
Maintain an up-to-date vendor request list (adjust as spend changes).
Maintain accurate vendor master records in Sage (names, addresses, tax IDs, payment terms, banking info).
Collect, verify, and securely store W-9s and ACH/banking details.
Ensure new vendor setup requests are supported with an Add/Change Vendor Checklist (W-9, ACH or online payment details, authorized signer approval, product/service description for proper coding).
Prevent and monitor for duplicate vendor records.
Verify invoices meet state/federal tax requirements (e.g., Texas sales/use tax coding).
Maintain segregation of duties between invoice entry, approval, and payment.
Retain supporting documentation for audit purposes (invoices, approvals, payment evidence).
Support external and internal audits by preparing requested samples and reconciliations.
Confirm all invoices through cutoff are entered and coded.
Prepare A/P subledger reconciliation to the general ledger.
Flag open POs, unmatched receipts, and aged items requiring accrual or cleanup.
Provide data for accrual entries of invoices not yet received.
Generate weekly A/P aging and escalate past-due balances.
Track and report invoice processing volumes and error rates.
Monitor and report early-payment discounts taken/missed.
Provide spend analysis by vendor/category when requested.
Respond to vendor/supplier emails within 2 business days.
Respond to internal requests within 1 business day.
Escalate unresolved vendor issues promptly to supervisor.
Participate in weekly spot-audits of Sage invoice coding (date, amount, GL account).
Maintain one owner of the A/P inbox with a named backup; use a triage log for accountability.
Keep SOPs (desk procedures) current for all assigned tasks.
Join daily 10-minute stand-up with supervisor for blockers/priorities.
Join weekly 15-minute check-in with supervisor to review metrics, statement tracker, pending approvals, and audit results.
Partner with Purchasing/Receiving to resolve mismatches proactively.
Coordinate with Treasury/Cash Management to align check runs with cash flow.
Provide timely support to employees and vendors regarding payment inquiries.
Maintain strict confidentiality of vendor banking and company financial data.
Uphold high standards of accuracy and timeliness.
Support a culture of accountability and continuous improvement.
Notes All content reflects the responsibilities associated with the Accounts Payable Specialist role. This description excludes unrelated marketing boilerplate and navigational content.
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Responsibilities
Enter 100% of invoices within 2 business days of receipt (email or paper).
Triage the A/P inbox twice daily (by 10:00 a.m. and 3:00 p.m.); log sender, action taken, and date/time.
Ensure invoices are properly coded to accounts, cost centers, and projects.
Perform three-way match (PO receiving invoice) for all PO’d invoices.
Escalate any mismatch (qty/date/price) within 1 business day.
Clear discrepancies within 3 business days and adjust PO/receiving paperwork once resolved (retain approval/adjustment documentation).
Obtain sign-off before entry for Non-PO invoices
Maintain a running Pending-Approval List and email it every Mon/Wed/Fri to the approver group until each item is approved.
Apply payments to invoices within 2 business days of cash withdrawal/remittance.
Send an updated A/P aging by end of day each Friday.
Monitor for duplicate payments and ensure vendor credits are properly applied.
Request vendor statements on the 10th and 25th of each month for vendors with annual spend.
Reconcile statements within 3 business days of receipt; document gaps and follow-ups in a Statement Tracking Sheet.
Maintain an up-to-date vendor request list (adjust as spend changes).
Maintain accurate vendor master records in Sage (names, addresses, tax IDs, payment terms, banking info).
Collect, verify, and securely store W-9s and ACH/banking details.
Ensure new vendor setup requests are supported with an Add/Change Vendor Checklist (W-9, ACH or online payment details, authorized signer approval, product/service description for proper coding).
Prevent and monitor for duplicate vendor records.
Verify invoices meet state/federal tax requirements (e.g., Texas sales/use tax coding).
Maintain segregation of duties between invoice entry, approval, and payment.
Retain supporting documentation for audit purposes (invoices, approvals, payment evidence).
Support external and internal audits by preparing requested samples and reconciliations.
Confirm all invoices through cutoff are entered and coded.
Prepare A/P subledger reconciliation to the general ledger.
Flag open POs, unmatched receipts, and aged items requiring accrual or cleanup.
Provide data for accrual entries of invoices not yet received.
Generate weekly A/P aging and escalate past-due balances.
Track and report invoice processing volumes and error rates.
Monitor and report early-payment discounts taken/missed.
Provide spend analysis by vendor/category when requested.
Respond to vendor/supplier emails within 2 business days.
Respond to internal requests within 1 business day.
Escalate unresolved vendor issues promptly to supervisor.
Participate in weekly spot-audits of Sage invoice coding (date, amount, GL account).
Maintain one owner of the A/P inbox with a named backup; use a triage log for accountability.
Keep SOPs (desk procedures) current for all assigned tasks.
Join daily 10-minute stand-up with supervisor for blockers/priorities.
Join weekly 15-minute check-in with supervisor to review metrics, statement tracker, pending approvals, and audit results.
Partner with Purchasing/Receiving to resolve mismatches proactively.
Coordinate with Treasury/Cash Management to align check runs with cash flow.
Provide timely support to employees and vendors regarding payment inquiries.
Maintain strict confidentiality of vendor banking and company financial data.
Uphold high standards of accuracy and timeliness.
Support a culture of accountability and continuous improvement.
Notes All content reflects the responsibilities associated with the Accounts Payable Specialist role. This description excludes unrelated marketing boilerplate and navigational content.
#J-18808-Ljbffr