Accounts Payable Specialist

Company: Ostroff Electrical Contractors
Location: Valley Stream, NY
Employment Type: Full-Time
Department: Accounting
Reports To: Controller

Position Summary

We are seeking a detail-oriented, organized, and technology-driven Accounts Payable Specialist to manage the full accounts payable cycle. This position will be responsible for processing and reconciling purchase orders, vendor invoices, and payments, maintaining accurate vendor records, and performing accounts payable aging analysis.

The ideal candidate is comfortable using AI-powered accounting tools and automation technologies to improve efficiency, identify discrepancies, streamline invoice processing, and enhance financial reporting.

This role requires strong analytical skills, accuracy, follow-through, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Accounts Payable Operations

● Manage the full accounts payable cycle, from receipt of vendor invoices through payment.

● Review, code, and process vendor invoices accurately and timely.

● Verify invoices against purchase orders, contracts, receiving documentation, and approvals.

● Reconcile purchase orders to vendor invoices and identify pricing, quantity, or billing discrepancies.

● Investigate and resolve invoice discrepancies with vendors, project managers, purchasing, and internal departments.

● Maintain accurate vendor records and ensure invoices are properly approved before payment.

● Prepare weekly check runs, ACH payments, and electronic transfers.

● Monitor payment terms and manage due dates to maximize cash flow and avoid late fees.

● Reconcile vendor statements and resolve outstanding balances.

● Maintain organized electronic records and supporting documentation.

Purchase Order and Invoice Reconciliation

● Perform three-way matching of purchase orders, receiving documentation, and vendor invoices when applicable.

● Identify duplicate invoices, incorrect pricing, missing purchase orders, and unauthorized charges.

● Track open purchase orders and outstanding invoices.

● Communicate discrepancies and follow up on unresolved issues.

● Ensure proper documentation and approval procedures are followed.

Accounts Payable Aging and Reporting

● Prepare and review accounts payable aging reports.

● Analyze outstanding balances, overdue invoices, and upcoming payment obligations.

● Identify aged invoices, payment discrepancies, and potential cash flow concerns.

● Reconcile accounts payable aging to the general ledger.

● Assist with month-end closing activities and accruals.

● Provide management with accurate AP reporting and payment forecasts.

AI and Accounting Technology

● Utilize AI-powered tools to automate invoice data extraction, coding, matching, and reconciliation.

● Leverage AI to identify duplicate invoices, unusual transactions, discrepancies, and payment anomalies.

● Use automation to improve vendor statement reconciliation and AP aging analysis.

● Develop and improve workflows that reduce manual data entry and processing time.

● Maintain appropriate review, approval, and internal controls over AI-generated results.

● Identify opportunities to improve accounting efficiency through technology and automation.

Qualifications

● 3+ years of accounts payable experience preferred.

● Strong understanding of accounting principles and accounts payable processes.

● Experience with purchase orders, invoice matching, vendor reconciliations, and payment processing.

● Experience preparing and analyzing accounts payable aging reports.

● Proficiency with accounting software and Microsoft Excel.

● Familiarity with AI tools, accounting automation, and workflow optimization.

● Strong organizational, analytical, and problem-solving skills.

● Excellent communication and vendor relationship management skills.

● Ability to manage multiple priorities and meet deadlines.

● High level of accuracy, confidentiality, and attention to detail.

Preferred Qualifications

● Experience in construction, electrical contracting, or project-based accounting.

● Familiarity with job costing, project cost codes, and purchase order systems.

● Experience with AI-assisted accounting workflows.

● Knowledge of QuickBooks or similar accounting systems.

What We Offer

● Competitive salary based on experience.

● Opportunity to work with modern accounting technology and AI tools.

● Collaborative environment.

● Opportunities for professional development and advancement.

Equal Opportunity Employer: Ostroff Electrical Contractors is an equal opportunity employer and considers all qualified applicants without regard to protected status.

Salary range is estimated end based on experience and ability