Accounts Payable Specialist

JOB SUMMARY

Smart Tech Contracting is seeking a detail-oriented and dependable Accounts Payable Specialist to manage the accurate and timely processing of vendor invoices, employee expense reports, and payments. This position plays an important role in maintaining strong financial controls, supporting project accounting, and building positive relationships with vendors and internal teams.

The ideal candidate will have hands-on experience using Deltek accounting software, preferably Deltek Vantagepoint or Deltek Vision, and a strong understanding of accounts payable processes within a project-based, engineering, construction, or professional services environment. This position reports directly to the Controller.

ESSENTIAL FUNCTIONS

Review, code, and process vendor and subcontractor invoices in Deltek
Match invoices to purchase orders, contracts, receiving documentation, and other supporting records
Verify the accuracy of general ledger accounts, project numbers, phases, tasks, cost codes, and departments
Route invoices through approval workflows and follow up on outstanding approvals
Process employee expense reports and verify compliance with company policies and documentation requirements
Prepare weekly payment runs, including ACH, check, wire, and other electronic payments
Review vendor statements, respond to inquiries, and resolve invoice and payment discrepancies promptly
Maintain accurate vendor records, including W-9 forms, payment information, insurance documentation, and other required records, in accordance with company policies and record-retention standards
Support new-vendor setup and independently verify requests to change vendor banking information
Monitor accounts payable aging and identify past-due invoices, credits, duplicate payments, or unusual items
Support cash-flow planning by providing accurate information about upcoming payment obligations
Prepare accounts payable accruals and support the monthly accounting close
Reconcile accounts payable subledger activity to the general ledger
Assist with year-end Form 1099 preparation and reporting
Provide documentation and support for financial audits, project audits, and compliance reviews
Collaborate with project managers, accounting personnel, procurement, and operations to ensure costs are recorded accurately and promptly
Identify and help implement improvements to accounts payable procedures, workflows, and internal controls
Perform other accounting and administrative responsibilities as assigned by the Controller

Completion of Assigned Tasks and Deliverables on Time and on Budget

Performs Other Related Duties as Assigned

POSITION REQUIREMENTS

Hands-on experience with Deltek Vantagepoint or Deltek Vision accounting software is required
At least three years of accounts payable or related accounting experience
Working knowledge of general ledger coding, project accounting, and month-end close procedures
Experience processing a high volume of invoices while maintaining accuracy and meeting deadlines
Proficiency with Microsoft Excel, Outlook, and other Microsoft 365 applications
Strong attention to detail, organization, problem-solving, and follow-through
Strong written and verbal communication skills
Ability to handle confidential financial and vendor information professionally
Ability to work independently while collaborating effectively with employees, project managers, and vendors