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Job description
Job Description Job Description AP Specialist 10948
Job Description
Position Summary
We are seeking a detail-oriented Accounts Payable Analyst / Staff Accountant to manage the full-cycle accounts payable process, including vendor master maintenance, invoice-to-PO-to-receipt matching, payment processing, and corporate credit card reconciliation. This role requires strong knowledge of internal controls, vendor compliance (W-9/TIN matching, COI tracking), and advanced Excel skills to support accurate, timely, and compliant AP operations.
Key Responsibilities
Vendor Master & Compliance
Set up, maintain, and periodically audit vendor master records
Collect and validate W-9 forms; perform IRS TIN matching before vendor activation
Track Certificates of Insurance (COI); monitor expirations and drive renewals
Support accurate 1099 classification and year-end filing
Invoice Processing & 3-Way Matching (PO / Receipt / Invoice)
Match invoices to PO and receiving documentation before payment release
Research and resolve price/quantity/terms discrepancies
Code invoices to correct GL accounts and cost centers
Payments
Prepare payment runs (check, ACH, wire) within approval workflow
Corporate Credit Card Program
Monthly transaction coding and receipt collection
Statement reconciliation and policy-exception follow-up
Internal Controls
Support audit requests with documentation
Maintain AP SOPs
Technical Skills
Job-specific knowledge and functional proficiencies required to execute the responsibilities above.
Skill
Applied To
Vendor master data management
Vendor onboarding, record accuracy, deactivation
W-9 collection & IRS TIN matching
Vendor activation, tax compliance
COI tracking & compliance monitoring
Vendor risk management
1099 classification & year-end filing support
Tax reporting accuracy
3-way match (PO / Receipt / Invoice)
Payment accuracy, fraud prevention
GL coding & cost center allocation
Financial reporting accuracy
AP payment processing (check / ACH / wire)
Payment execution
Corporate credit card reconciliation
Spend management, GL close
Internal controls & segregation of duties
Risk mitigation, audit readiness
Audit support & SOP documentation
Compliance, process consistency
Excel (intermediate-advanced: VLOOKUP/XLOOKUP, pivot tables, SUMIFS)
Reconciliations, data analysis
ERP / AP systems
Daily transaction processing
Soft Skills
Behavioral and interpersonal competencies that support success in this role.
Skill
Why It Matters
Attention to detail
Catches discrepancies before they become payment errors
Integrity & trustworthiness
Handles sensitive vendor, banking, and payment data
Organization & time management
Manages high invoice volume and compliance deadlines
Vendor relationship management
Resolves disputes without damaging vendor relationships
Cross-functional communication
Coordinates with purchasing, receiving, budget owners
Diplomacy / tact
Enforces policy with cardholders/requesters without friction
Analytical thinking
Traces discrepancies to root cause
Sound judgment / ethical decision-making
Flags fraud risk or unusual vendor requests
Adaptability
Adjust to process/system changes and shifting priorities
Reliability & accountability
Owns deadlines with minimal oversight
Discretion & confidentiality
Protects TIN, banking, and financial data
Composure under pressure
Maintains accuracy during close/audit crunch periods
Qualifications
Required
Associate's or Bachelor's degree in Accounting, Finance, or related field (or equivalent experience)
2+ years of accounts payable or staff accounting experience
Hands-on experience with vendor master data management
Working knowledge of W-9 collection and IRS TIN matching processes
Experience with 3-way match (PO, receipt, invoice) processes
Intermediate Excel skills
Understanding of internal control principles related to AP/procurement
Preferred
Experience managing Certificates of Insurance (COI) tracking/compliance
Corporate credit card program administration experience
Familiarity with ERP/AP systems
Experience supporting internal or external audits
Knowledge of 1099 filing requirements
Company Description Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We've been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the "Best Places to Work" multiple times. Thomas Edwards Group also made the Inc. 5000 list in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals.
Company Description Thomas Edwards Group is an Executive Search Firm specializing in the direct hire and interim placement of Accounting, Finance, HR and IT professionals. We've been in business since 1997 and the Dallas Business Journal has ranked us a Top Search Firm in Dallas and one of the "Best Places to Work" multiple times. Thomas Edwards Group also made the Inc. 5000 list in 2016 and our award-winning team of Search Consultants, which rank among the best and most experienced in the area, includes MBAs, CPAs, former Big 4 Professionals, Controllers, IT Search Professionals, Finance/Banking, and Business Professionals.
Worksite address
fort worth, TX, 76102, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.