Position Summary:
The Accounts Payable & Compliance Specialist is responsible for managing the company’s payables with accuracy and timeliness while ensuring the organization maintains full compliance with state registrations, insurance requirements, and internal audit standards. This position also manages fuel inventory and vendor bidding, and plays a key role in improving and streamlining financial and compliance processes across the organization.

Key Responsibilities:
Accounts Payable (Primary Duties)
• Process and code vendor invoices, ensuring accuracy and appropriate approvals.
• Reconcile vendor statements and resolve discrepancies promptly.
• Prepare and process weekly check runs, ACH payments, and credit card transactions.
• Maintain accurate records of all AP transactions in accounting software.
• Setup and maintain accurate vendor records, including location, payment terms, preferred
payment method and W9 records.
• Supply vendors with credit applications, tax exemption forms and any additional requested forms as needed.
• Support month-end and year-end closing by providing AP reports and reconciliations.
• Assist the department with annual 1099 filings. In addition to processing vendor 1099s, Ensure 1099s received from customers are in-line with our records.
Compliance & Registrations
• Maintain current business and contractor registrations in all required states.
• Track and renew licenses, permits, and state filings to ensure uninterrupted operations.
• Ensure company insurance policies (general liability, workers’ compensation, auto, etc.) are current and meet all contractual and regulatory requirements.
• Collaborate with insurance providers and management to update coverage as needed.
• Stay up-to-date on annual 401k deadlines and requirements.
Auditing & Reporting
• Conduct periodic internal audits of 401k plan & payroll locations.
• Develop audit checklists and assist in refining internal controls.
• Prepare periodic compliance and financial audit reports for leadership review.
Fuel Inventory Management
• Monitor on-hand fuel inventory.
• Track usage, reconcile deliveries, and ensure timely reordering to prevent shortages.
• Solicit and evaluate bids from fuel suppliers on a regular basis to ensure competitive pricing.
• Maintain strong relationships with vendors while ensuring cost-effective purchasing practices.
• Provide management with reports on fuel consumption, cost trends, and vendor performance.
Process Improvement & Support
• Evaluate existing accounts payable and compliance workflows to identify inefficiencies.
• Recommend and help implement process enhancements to improve accuracy and speed.
• Support the finance team with special projects and data analysis.
• Maintain organized digital and physical filing systems for financial and compliance documentation.

Requirements:
• Strong analytical and financial mindset with solid problem-solving abilities.
• Understanding of core financial concepts, including Fixed Assets, COGS, Expenses, Income, and Liabilities.
• Highly detail-oriented, organized, and capable of managing multiple priorities effectively.
• Honest, ethical, and reliable, with a strong sense of responsibility and accountability.
• Able to manage time effectively and maintain strict confidentiality regarding company financial and compliance information.
• Excellent written and verbal communication skills.
• Positive, professional attitude with a strong commitment to teamwork and collaboration across departments.
Job Type:
• Full-Time

Benefits:
• 401(k) with matching
• Dental Insurance
• Health Insurance
• Life Insurance / Short-Term Disability
• Paid Time Off
• Vision Insurance
• Paid Holidays

Schedule:
• 8-Hour Shift
• Day Shift, Monday to Friday

Work Experience / Education:
• Associate’s degree or equivalent job experience in a financial or accounting role.
• QuickBooks experience preferred.
• Strong accounting or financial background.
• Proficiency in Microsoft Excel / Numbers