Sr Accounts Payable Specialist - Hybrid

The Sr. Accounts Payable Specialist receives, validates, and processes vendor invoices and drafts, reconciles drafts to bank statements, manages invoice exceptions, reconciles vendor statements, and oversees balance sheet accounts and vendor aging reports. The Sr. Accounts Payable Specialist will respond to stakeholder inquiries, act as the primary contact for carriers, suppliers, and vendors, and maintain productive vendor relationships. Additionally, this role will mentor Accounts Payable staff and handle special projects as assigned by management.

Responsibilities

Process and Post Payables Transactions

• Receive and process manual and automated invoices within payment terms.
• Audit invoices for contract pricing alignment and resolve cost, tax, and data issues.
• Address and resolve internal and external invoice discrepancies.
• Validate freight rates and accessorial charges with carrier partners.
• Ensure transactions comply with company policies and procedures.
• Maintain and update vendor files, including master records.
• Post wires and manual vendor drafts to the ledger.
• Process and post automated vendor drafts and reconcile draft activity with bank reports.
• Reclassify expenses for general ledger corrections.
• Enter miscellaneous billing into the accounting system and process corresponding payable invoices into the system for payment.
• Maintain knowledge of fuel tax issues.
• Respond promptly to vendor inquiries.
• Analyze and reconcile vendor statements, correcting errors and omissions.

Exception Management

• Investigate and reconcile invoice differences with carriers, suppliers, and internal departments to manage the AP process and minimize aging balances.
• Resolve invoice processing issues and ensure proper approval of discrepancies.
• Communicate with stakeholders to address and resolve exceptions, initiate credits and rebills as needed, and manage electronic billing file issues and mapping corrections.
• Follow through on problems and resolve outstanding accounts payable items.

Process Electronic Payments for General Accounts Payable

• Process ACH payments (manual and automated) for general accounts payable daily in both US and Canadian Entities and reconcile to bank.
• Post wire transactions and reconcile to the bank.
• Generate remittance advice for ACH transactions to provide to vendors.

Process and Code All Accounts Payable Vouchers

• Receive, verify, and sort, invoices for approval and payment, including pulling electronic invoices from the website.
• Verify, code, and enter approved invoices into the accounting system.
• Review vendor statements monthly.
• Process recurring payments.

Process Check Runs

Leadership

• Act as a subject matter expert for payables systems, providing training, coaching, and leadership to the team.
• Identify and propose solutions for process inefficiencies, lead continuous improvement efforts, and manage special projects.
• Onboard new vendor relationships and foster collaboration between the payables team and stakeholders.

Other Duties as Assigned

• Maintain a zero or credit balance in the GL 215066-1010 account for assigned suppliers
• Review accruals for approval or deletion.
• Monitor AP aging reports.
• Generate expense accruals for outstanding invoices.
• Track AFE purchases, communicating balances to stakeholders.
• Provide support to departments interacting with accounts payable.
• Develop and follow SOPs.
• Respond to stakeholder requests within SLA.
• Support AP management in defining and adopting best practices.
• Train and coach staff.
• Assist with special projects.
• Support departmental activities as needed.

Position Requirements

Formal Education & Certification

• High school diploma required.
• Bachelor's degree preferred.

Knowledge & Experience

• Must have at least two (2) years' experience in Accounts Payable.
• Must be able to use Microsoft Office suite with confidence (Word, Outlook, Excel).
• Intermediate proficiency with Microsoft Excel (vlookups, pivot tables, etc.)
• Petroleum Industry knowledge required.

Qualifications & Characteristics

• Lead and act as a role model for the department.
• Strong problem-solving and communication skills.
• Ability to multi-task and work in a team environment.
• Attitude of continuous improvement.

Work Environment

• 40-hour combined on-site, home and/or travel work week. Hybrid work environment of 3 days in office and 2 days home is available once training is completed. The training period is usually 3 - 6 months, depending on the role
• 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.