AP Specialist

Position Summary

The American Culinary Federation seeks a detail-oriented Accounts Payable Specialist to manage the organization’s day-to-day payables function. Reporting to the Accounting Manager, this role is responsible for the accurate and timely processing of vendor invoices, expense reimbursements, and payments across multiple entities. The ideal candidate is highly organized, comfortable working with accounting systems and vendor portals, and committed to strong internal controls and accurate record-keeping.

Key Responsibilities

Invoice & Payment Processing

• Review, code, and enter vendor invoices into the accounting system, ensuring accuracy, proper general ledger coding, and appropriate approvals.


• Match invoices to purchase orders and receiving documentation, researching and resolving discrepancies with vendors and internal staff.


• Prepare and process weekly payment runs, including checks, ACH, and electronic payments across multiple entities.


• Process employee expense reports and reimbursements in accordance with organizational policy.

Vendor & Account Management

• Maintain vendor master files, including W-9 collection, banking information, and contact details.


• Serve as the primary point of contact for vendor inquiries, statement reconciliations, and payment status requests.


• Reconcile accounts payable aging to the general ledger and research outstanding or aged items.


• Assist with month-end close, including AP accruals and open-invoice reporting.

Compliance & Controls

• Ensure adherence to internal controls and segregation of duties throughout the payables process.


• Assist in the preparation of annual 1099 filings and maintain supporting documentation.


• Support audit requests by providing invoices, payment records, and reconciliation schedules as needed.


• Help maintain and follow documented AP procedures to ensure consistent, timely processing.

General Support

• Support the Accounting Manager and finance team with cross-functional tasks and reporting as needed.


• Assist with accounts receivable and other accounting functions during peak periods or as assigned.


• Perform other duties as assigned.

Qualifications

• Associate’s degree in Accounting, Finance, Business, or equivalent experience; Bachelor’s degree a plus.


• Minimum of 2 years of hands-on accounts payable or general accounting experience.


• Solid understanding of basic accounting principles and the full accounts payable cycle.


• Strong attention to detail, accuracy, and organizational skills, with the ability to meet recurring deadlines.


• Proficiency in the Microsoft Office Suite, particularly Excel.


• Valid Florida Driver’s License with reliable transportation.

Preferred

• Non-profit or trade association accounting experience.


• Experience with NetSuite or a similar ERP system.


• Familiarity with platforms such as Ramp, iMIS, or other CRM/expense-management systems.


• Experience processing payables across multiple entities.

Core Competencies

• High degree of accuracy and attention to detail in a high-volume environment.


• Strong sense of confidentiality and integrity when handling financial information.


• Clear, professional communication with vendors and internal stakeholders.


• Ability to prioritize, follow established procedures, and escalate issues appropriately.