Accounts Payable Specialist

Job Summary 

The Accounts Payable Specialist is responsible for executing day-to-day accounts payable activities to ensure timely, accurate, and compliant processing of transactions. This role handles complex AP tasks, including vendor management, utility invoice tracking, reconciliations, and tax-related reporting. The specialist works independently on routine tasks, collaborates across departments to resolve discrepancies, and ensures financial integrity. 
 

Essential Duties and Responsibilities 

Accounts Payable

• Prepare invoice batches and enter invoices into the AP system. 
• Verify invoice approvals and general ledger coding per company policy. 
• Manage vouchering of product receipts and freight; report discrepancies to inventory management. 
• Set up and maintain vendor records.
• Research and resolve vendor inquiries and statement discrepancies; partner with vendors to reconcile terms and payments.
• Manage utility invoices for all corporate locations, including account setup, dispute resolution, tracking, and timely entry. 
• Track, prepare, and process income tax payments.
• Calculate and accrue sales/use tax as needed. 
• Process weekly payments, including ACH, checks, and wires. 
• Verify and report credit card expense receipts. 
• Perform daily bank deposits and retrieve mail.

General Accounting and Audits

• Participate in year-end sales/use tax audits.
• Manage W-9 collection and tracking for 1099 year-end reporting per IRS guidelines. 
• Reconcile inventory balances to the general ledger. 
• Perform detailed general ledger account analysis and reconciliations for accounts payable transactions and un-invoiced receipts. 
• Prepare and validate monthly AP accruals; assist with month-end closing activities.
• Maintain accounts payable retention in compliance with IRS regulations. 

Other Duties

This job description is intended to outline the general nature and key responsibilities of the role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may evolve or change over time based on business needs, without advance notice.

Education and Experience 

• High school diploma; Associate degree in accounting strongly preferred. 
• Minimum 3 years of experience, including sales/use tax accruals and 1099 processing. 
• Valid driver’s license and an acceptable driving record required.
• Familiarity with inventory reconciliation and general accounting practices. 
• Proficiency in Microsoft Excel; experience with Google Suite preferred. 
• Strong problem-solving skills, analytical thinking, and the ability to exercise judgment. 
• Highly organized with the ability to prioritize and manage multiple tasks independently. 
• Excellent communication skills with the ability to handle sensitive information with discretion. 
• Ability to work extended hours during month-end and year-end as needed.

Physical Requirements / Work Environment 

The physical demands required to perform the essential responsibilities of this position are as follows.  

Reasonable accommodations, if necessary and/or as required by law, will be made available.

• Regularly required to sit, use hands, talk, and hear; occasionally required to lift up to 15 pounds. 
• Close vision is required for computer and document work.
• Frequent use of computers and standard office equipment. 
• This position works in a standard office environment. 
• Willingness and ability to travel as needed.

EEOC Statement 

Batteries Plus is an Equal Opportunity Employer. Applicants and associates are free from discrimination on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, pregnancy accommodations, reprisal, other non-merit based factors, and any other protections afforded under state or local laws.