Accounts Payable Specialist - Vaco, LLC
Elizabeth, NJ 07201
About the Job
Job Title: Accounts Payable Specialist
Location: Elizabeth, NJ 07201
Position Type: Temporary (Covering Maternity Leave, Minimum 6 Months)
Work Schedule: Full-Time, Onsite (5 days per week), 8:00 AM - 4:30 PM (Flexible Hours Available)
Job Summary:
The Accounts Payable (AP) Specialist will manage various aspects of the accounts payable process, including entering bills into Sage 50, handling purchase orders (POs), obtaining approvals, and coordinating month-end close activities. This role will involve frequent interaction with approximately 80 owner-operators and managing weekly payroll for truck drivers paid via ACH. The ideal candidate will ensure accurate and timely processing of all financial transactions and maintain organized records for open POs in California and Georgia locations. This position is a temporary role covering maternity leave, with a minimum duration of six months.
Key Responsibilities:
- Bill Entry: Accurately enter all incoming bills into Sage 50 accounting software.
- Purchase Orders Management: Open and process POs by receiving emails, entering POs, and sending them out for approval on a weekly basis.
- Approval Coordination: Secure timely approvals for POs and other related documentation.
- Journal Creation and Booking: Create and book purchase journals, and coordinate month-end close processes.
- Payroll Processing: Manage weekly payroll for approximately 80 owner-operators (truck drivers) and ensure payments are processed via ACH.
- Vendor Payments: Oversee the preparation and distribution of vendor checks, which are cut on Wednesdays.
- Reporting: Generate and maintain weekly reports on open POs for CA and GA locations to ensure organizational efficiency.
- Approval Tracking: Identify and track who is responsible for approving various documents and transactions.
Required Skills and Qualifications:
- Experience: Proven experience in an accounts payable role, ideally with familiarity in Sage 50 or similar accounting software.
- Attention to Detail: High level of accuracy and attention to detail in managing financial records and processing transactions.
- Organizational Skills: Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
- Communication: Excellent communication skills for interacting with internal teams and external vendors.
- Problem-Solving: Ability to resolve discrepancies and issues related to approvals and payments.
- Flexibility: Willingness to work onsite 5 days a week, with flexibility in work hours if needed.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
