Accounts Payables Specialist

Job Description

Job Description

Job Title: Accounts Payables Specialist
Job Description

The Accounts Payables Specialist manages the full cycle of accounts payable activities, including invoice processing, three-way matching, vendor communication, and payment runs. This role ensures accurate and timely processing of invoices and employee reimbursements while maintaining strong relationships with internal stakeholders and external vendors. The specialist uses Excel and an ERP system to perform data entry, reconciliations, and reporting, contributing to an efficient and well-controlled payables process.

Responsibilities

• Maintain the accounts payable email inbox daily and review receiving reports to identify invoices that are ready for processing and payment.
• Determine which invoices can be processed and paid based on receiving reports and established procedures.
• Route invoices requiring approval to the appropriate personnel and ensure all necessary site-level approvals are obtained and properly recorded.
• Prepare invoice batches for accurate and timely entry into the QAD ERP system.
• Perform three-way matching of purchase orders, receiving documents, and invoices to verify accuracy before processing payments.
• Answer phone calls and respond to inquiries from vendors regarding payment status, invoice discrepancies, and account issues, providing clear and professional communication.
• Run check batches and process vendor payments on the 10th and 25th of each month in accordance with internal procedures (SP 401).
• Process employee travel and expense reimbursements on the 10th and 25th of each month in accordance with internal procedures (SP 400).
• Use Microsoft Excel to perform data entry, apply formulas, and assist with reconciliations related to accounts payable transactions.
• Assist with reconciliations of accounts payable records to ensure accuracy and resolve discrepancies in a timely manner.
• Collaborate with internal departments to resolve invoice, approval, and payment issues efficiently and professionally.
• Maintain organized records of invoices, approvals, payments, and supporting documentation in line with company policies.

• At least 3 years of accounts payable experience.
• Proven experience with three-way matching of purchase orders, receiving documents, and invoices.
• Hands-on experience with invoice processing and accounts payable workflows.
• Proficiency in Microsoft Excel, including the ability to use formulas.
• Experience working with an ERP system for accounts payable; QAD experience is beneficial but any ERP experience is acceptable.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Ability to perform basic reconciliations related to accounts payable.
• Strong written and verbal communication skills to interact effectively with vendors and internal stakeholders.
• Collaborative and approachable working style, with the ability to work well with others.

• Experience with QAD ERP or similar enterprise resource planning systems.
• Background in accounting, invoicing, or finance-related roles.
• Familiarity with standard accounts payable policies and internal control procedures.
• Ability to manage multiple tasks and deadlines, particularly around scheduled payment and reimbursement dates.
• Customer service mindset when handling vendor and employee inquiries.

The role is based in a casual, office-based environment that emphasizes a family-oriented culture and supportive teamwork. Work hours are slightly flexible, typically within a schedule such as 7:30 a.m. to 4:30 p.m. or 8:00 a.m. to 5:00 p.m., allowing for a half-hour adjustment to accommodate personal needs. The position involves regular use of an ERP system (QAD or similar), Microsoft Excel, and other standard office software and equipment. Employees receive a parking pass for convenient access to the parking lot. The atmosphere encourages open communication, collaboration, and a friendly, approachable working style, with casual attire appropriate for a professional office setting.

Job Type & Location

This is a Contract to Hire position based out of Cleveland, OH.

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Cleveland,OH.

This position is anticipated to close on Jul 13, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.