Accounts Payable Specialist

Job Description

Job Description

Description:

ABOUT BUSINESS INFORMATION GROUP, INC (“big”)

When technology changes every day, it’s important to have an IT partner that delivers safe, reliable, and understandable solutions. For the past 30 years, BIG has helped hundreds of companies upgrade their technology to improve productivity, minimize downtime, and increase collaboration.

Our mission? To be an extension of our client’s business as their most trusted advisor, offering reliable technologies that provide comprehensive solutions for the built environment.

Job Summary

The Accounts Payable Specialist is responsible for supporting the organization’s financial operations by managing vendor relationships, accounts payable, and employee expense processes. This role ensures timely and accurate payments, maintains compliance with internal policies and regulatory requirements, and serves as a key point of contact for vendors and employees regarding expense reports.

Position Details

Department: Administration

Reports To: Controller

Exemption Status: Hourly

Location: Hybrid - PA

Essential Duties and Responsibilities

• Manage vendor records, validate invoices, and process A/P vouchers for overhead, subscriptions, and job-related costs.
• Coordinate subcontractor setup and compliance, including W-9 collection, system setup, pay term confirmation, and ongoing record maintenance.
• Serve as primary contact for A/P and employee expense inquiries, providing guidance and resolving issues.
• Review and approve employee expense reports for policy compliance, proper documentation, and accurate coding.
• Prepare and process weekly check and ACH payment runs, including bank uploads.
• Reconcile vendor statements, credit card activity, and resolve discrepancies in a timely manner.
• Administer corporate credit cards, reconcile statements, and monitor cardholder activity.
• Maintain 1099-eligible vendor listings, validate W-9s, track payments, and prepare annual 1099 forms.
• Support audit, tax, and departmental reporting by providing A/P and expense documentation as needed.
• Ensure consistency and documentation of accounts payable processes, supporting standardized procedures.
• Other administrative duties as assigned.

Requirements:

Position Details, Work Environment & Physical Requirements

• Standard office hours for this role are Monday – Friday, 8:00am – 5:00pm local time zone.
• This is a full-time, non-exempt role.
• This is a hybrid role with required in office days at the York, PA corporate office as designed by the department manager.
• Travel for this role is minimal.
• Ability to sit for extended periods and use a computer and keyboard for long durations. Frequent typing and use of a mouse, with fine motor skills required for accurate data entry and navigation. Must be able to maintain good posture and adjust seating and workstation to minimize physical strain.

Education, Qualifications & Experience

• High school diploma or equivalent required; Associate degree or coursework in Accounting, Finance, or related field preferred.
• Equivalent work experience may be considered in place of formal education.
• 4+ years of experience in accounts payable, expense management, or finance operations preferred.
• Prior experience with corporate credit cards, vendor management, and/or A/P systems is a plus.
• Strong attention to detail and accuracy in processing financial transactions.
• Familiarity with accounts payable processes, invoice validation, and expense reporting.
• Proficiency with Microsoft Excel and general office software; experience with accounting or ERP systems preferred.
• Excellent organizational and time management skills, able to handle multiple tasks and deadlines.
• Strong communication skills and customer service orientation for interacting with vendors and employees.
• Ability to follow established procedures and maintain consistent documentation for compliance purposes.
• Demonstrated ability to maintain confidentiality and handle sensitive financial information.

Equal Opportunity Employer

It is the policy of Business Information Group, Inc. to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. All employees are subject to a pre-employment screening process including a background check and drug screen. In addition, we will provide reasonable accommodations for qualified individuals with disabilities. If you require reasonable accommodation in completing the application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources department.