Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for receiving, reviewing, and routing vendor invoices across Hilliary Communications and its affiliated entities, which include telecommunications companies operating in multiple states as well as newspaper and radio operations. This position ensures that every invoice is accurate, properly supported, and directed to the correct operating company so that payment can be processed on time. Accuracy, organization, and consistent follow-through are essential, as is the ability to work courteously with vendors and with managers across multiple locations.

Essential Duties and Responsibilities

Invoice Receipt and Review

• Receive vendor invoices through mail, email, and other channels; log and track them through review to payment.
• Review each invoice for accuracy, including vendor name and remit-to information, invoice number and date, amounts, extensions, sales tax, and terms.
• Verify that required approvals and supporting documentation are present before an invoice moves forward.
• Identify duplicate invoices, pricing discrepancies, and unauthorized charges; research and resolve them with the vendor or the responsible manager.
• Monitor invoice due dates and available early-payment discounts, and flag time-sensitive items so payment is not delayed.

Entity Routing and Recordkeeping

• Determine the correct operating company for each invoice and route it to that entity for payment processing.
• Apply account coding consistently and in accordance with company guidelines.
• Maintain complete, organized, and retrievable accounts payable files and documentation for each entity.
• Respond to vendor inquiries regarding invoice status, payment timing, and account balances in a professional and timely manner.
• Reconcile vendor statements, research open or aged items, and follow up until resolved.
• Obtain a completed Form W-9 from each new vendor before the first payment is released; review it for completeness and maintain it in the vendor file.
• Provide vendor documentation and payment detail to the accounting team to support annual Form 1099 reporting.

Additional Responsibilities

• Support the monthly close by providing invoice and accrual information as requested by the accounting team.
• Assist with audit requests by locating invoices and supporting documentation.
• Maintain confidentiality of vendor, financial, and company information.
• Perform other duties as assigned by management.