Job Description
Job DescriptionJob Title: AP SpecialistLocation: Buffalo, NYHire Type: DirectPay Range: $27.00 - $31.00/hourWork Type: Full-timeWork Model: OnsiteWork Schedule: Monday – Friday, 7am – 3:30pm | 8a – 4:30pmRecruiter Contact: Dylan Pebbles, 716-256-1277, dpebbles@imaginestaffing.netNature & Scope:Positional OverviewThe Imagine Group is recruiting for an AP Specialist on behalf of our client, a leading provider of network test access and visibility solutions. This organization delivers innovative hardware and technology that enable organizations to monitor, secure, and optimize their IT infrastructure. Based in Buffalo, New York, it serves a global customer base with high-performance products, supporting cybersecurity, network performance, and data center operations.In this role, you will be responsible for managing the full-cycle accounts payable process with a strong emphasis on accuracy, timeliness, and detailed invoice validation. This role ensures proper billing documentation, coding, approvals, and payment processing while maintaining compliance with internal controls and financial policies. The ideal candidate demonstrates exceptional attention to detail, strong organizational skills, and the ability to identify discrepancies before they impact financial reporting.Role & Responsibility:Tasks That Will Lead to Your Success
- Review, verify, and process both vendor invoices and VRMAs with a high degree of accuracy
- Perform detailed three-way matching (PO, invoice, receiving documentation)
- Validate invoice coding (GL accounts, departments, cost centers)
- Identify and resolve discrepancies, pricing variances, duplicate invoices, and billing errors
- Ensure proper documentation and approvals are obtained prior to payment.
- Prepare and process ACH, wire, and check payments in accordance with payment terms
- Monitor payment schedules to optimize cash flow while avoiding late fees
- Reconcile vendor statements and resolve outstanding items
- Maintain accurate vendor records in the accounting system
- Respond to vendor inquiries professionally and promptly
- Assist with vendor onboarding, including W-9 collection and compliance documentation
- Assist with month-end close, including AP accruals and reconciliations
- Maintain organized audit-ready documentation
- Support year-end audit requests and 1099 preparation
- Generate company aging reports and other financial reports as requested
- Adherent internal controls and company financial policies
- Recommend process improvements to enhance efficiency and accuracy
- Ensure compliance with tax regulations and company procedures
- Completes other assigned duties assigned, such as maintaining the in-office cleaning schedule
Skills & ExperienceQualifications That Will Help You Thrive
- Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
- 2+ years of accounts payable or general accounting experience
- Experience in high-volume invoice environments preferred
- Proficiency in accounting software (e.g., NetSuite, QuickBooks, SAP, Oracle, etc.)
- Strong Excel skills (pivot tables, VLOOKUP/XLOOKUP, data validation)
- Familiarity with ERP systems and digital invoice workflows
- Exceptional attention to detail and accuracy
- Strong organizational and time-management skills
- Analytical mindset with ability to identify and resolve discrepancies
- Ability to manage multiple deadlines in a fast-paced environment
- High level of integrity and confidentiality
- Invoice processing accuracy rate
- Timeliness of payments
- Reduction in invoice discrepancies
- Vendor satisfaction and response time
- Compliance with month-end close deadlines