Accounts Payable Specialist

Are you looking to join an innovative and rapidly growing company? If you are driven to succeed and pride yourself on quality of work, then Derstine's Foodservice Distributor is the company for you!

For over 41 years we have provided products to restaurants and other food industries, with excellent customer service and quality goods. We have partnered with many distributors to get the best quality products while leading the region in client satisfaction. Our success is attributed to our skilled team of professionals who are dedicated to ensuring customer satisfaction and share Derstine's philosophy of quality and responsiveness.

Position Summary:

The Accounts Payable Specialist is responsible for ensuring accurate and timely processing of vendor invoices and payments. This role supports the Finance Department by performing a wide range of accounts payable functions, maintaining clear communication with internal departments and vendors, and assisting with related administrative responsibilities. The ideal candidate is highly organized, detail-oriented, and capable of managing a fast-paced workload with minimal supervision.

Primary Duties and Responsibilities:

• Monitor and prioritize daily incoming emails ([email protected] and individual account) and respond within the same workday, as appropriate.
• Distribute service-related invoices to appropriate contacts in the Warehouse or AP department.
• Process incoming invoices, ensuring accurate matching to POs, resolving discrepancies, and preparing for timely payment.
• Continuously collect paperwork from the Warehouse and verify receiving documents against invoices and purchase orders.
• Scan and attach all necessary documentation to SAP records.
• Investigate and resolve variances between invoices, purchase orders, and received goods.
• Communicate with vendors regarding payment discrepancies, returns, credits, and invoice issues.
• Maintain vendor records, including new vendor setup in SAP and updating expired documentation such as insurance policies.
• Process returns, obtain credit documentation, and ensure adjustments to inventory.
• Maintain open goods, vendor credits, and vendor return reports—follow up on outstanding or incomplete items.
• Purchase office, warehouse, and IT supplies as requested, and track EZ3PL supply inventory in collaboration with the Director of Operations.
• Support weekly check runs: process invoices by Thursday, prepare checks for mailing on Friday.
• Email weekly check information and backup documentation to DOT, Clemens, Honor Foods, and Mrs. Ressler’s per schedule.
• Review vendor statements to verify all invoices are posted and accounts are reconciled.
• Scan and distribute monthly program deduction reports to vendors.
• Assist other staff with any accounts payable-related issues as needed.
• Serve as a backup for EZ3PL Coordinators, providing support and coverage as necessary.

Customer Service Backup Responsibilities:

• Provide backup support for the Customer Service department in conjunction with the Customer Service Manager.
• Assist during breaks, lunch periods, scheduled/unscheduled absences, and overflow situations.
• Support training and onboarding of new Customer Service Representatives.
• Adjust hours as needed when covering Customer Service functions.

Benefits:

• Major Medical Benefit Plans including; Medical, Dental, and Vision
• Health Savings Account
• Employer Paid Life Insurance
• 401K Plan
• Competitive Compensation Based on Experience
• Paid Holidays, Personal Days, and PTO Package
• Employee Pricing Program

Qualifications:

• High School diploma or equivalent required.
• Legal authorization to work in the U.S. without sponsorship.
• Familiarity with an ERP and WM system preferred.
• Proficiency in Microsoft Office 365 (Outlook, Excel, Word, Teams) and Google Docs.
• Comfortable managing purchases through platforms such as Amazon, Walmart, and Uline.
• Strong organizational, time management, and communication skills.
• Ability to perform basic mathematical calculations and data entry with accuracy.

Work Environment & Physical Requirements:

• Frequent standing, walking, and sitting for up to 10–12 hours per day.
• Occasional lifting of up to 50 pounds.
• Must be able to bend, twist, reach, push, pull, and stretch as required.
• Regular movement between office and temperature-controlled warehouse environments (dry, refrigerated, and freezer).
• Compliance with warehouse safety zones; steel-toe or composite footwear required outside the green zone.

Recommended Competencies:

• Strong attention to detail and ability to prioritize effectively.
• High efficiency in invoice and data processing.
• Ability to adapt to shifting priorities and handle interruptions professionally.
• Commitment to maintaining accurate records and confidential information.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Duties, responsibilities, and activities may change at any time with or without notice, at management’s discretion.

We are proud to be an Equal Opportunity/Affirmative Action employer. Qualified applicants will receive consideration for employment without regard to race, sex, disability, veteran, or other protected classes.