Accounts Payable & Sales Tax Specialist

Department: Finance / Accounting

Reports To: President and Controller

Position Type: Full-Time

Position Summary

The Accounts Payable & Sales Tax Specialist is responsible for managing accounts payable activities, vendor payments, and multi-state sales tax reporting and compliance. This position ensures vendor invoices are processed accurately and timely, payments are made according to established terms, and sales tax returns and payments are completed in accordance with applicable state and local requirements.

The ideal candidate is detail-oriented, organized, and capable of managing multiple deadlines while maintaining accurate financial records and supporting month-end closing activities.

Essential Duties & Responsibilities

1. Accounts Payable

• Receive, review, code, and enter vendor invoices into the accounting system.

• Match invoices to purchase orders, receiving documents, and approved expense reports.

• Verify invoice accuracy, pricing, payment terms, and general ledger coding.

• Obtain required approvals before processing invoices for payment.

• Prepare and process vendor payments via check, ACH, or wire transfer.

• Reconcile vendor statements and investigate discrepancies, duplicate invoices, credits, and outstanding balances.

• Maintain accurate vendor records, including payment terms and tax documentation.

• Respond to vendor inquiries regarding invoice status and payment timing.

• Monitor accounts payable aging and assist with cash-flow planning.

• Maintain organized electronic and paper records for audit purposes.

2. Multi-State Sales Tax Compliance

• Calculate, reconcile, and prepare sales and use tax returns for applicable states and jurisdictions.

• Maintain a calendar of filing and payment deadlines for all applicable jurisdictions.

• Review sales transactions to verify appropriate tax treatment based on product type, customer location, exemptions, and applicable tax regulations.

• Reconcile sales tax collected, use tax accrued, and tax liability accounts to the general ledger.

• Verify customer resale certificates, exemption certificates, and supporting documentation.

• Maintain current records of customer exemption documentation and applicable tax registrations.

• Research sales tax questions involving product sales, shipping charges, exemptions, and other taxable transactions.

• Assist with determining when sales activity may create additional state sales tax registration or filing obligations.

• Monitor changes in state and local sales tax rates, filing requirements, and regulations.

• Coordinate with the Controller and external tax advisors regarding complex tax questions, audits, notices, and compliance issues.

• Process sales tax payments accurately and by established deadlines.

• Maintain supporting documentation for sales tax returns and payments.

3. General Accounting Support

• Assist with month-end closing activities, including account reconciliations and journal entries.

• Reconcile accounts payable and sales tax liability accounts.

• Research and resolve discrepancies between the accounting system, sales records, and tax reports.

• Assist with year-end financial reporting and external audit requests.

• Maintain confidentiality of financial information and vendor records.

• Identify opportunities to improve accounting procedures, internal controls, and workflow efficiency.

Qualifications & Experience

• Associate degree in Accounting, Finance, or a related field preferred; equivalent relevant experience may be considered.

• Three or more years of experience in accounts payable, accounting, or a related financial position preferred.

• Experience preparing and filing multi-state sales tax returns strongly preferred.

• Working knowledge of sales and use tax concepts, exemption certificates, and filing requirements.

• Proficiency in Microsoft Excel and accounting software.

• Strong organizational skills and attention to detail.

• Ability to manage competing priorities and meet recurring deadlines.

• Strong written and verbal communication skills.

• Ability to handle confidential financial information with discretion.

Preferred Qualifications

• Experience working in a small or midsize manufacturing or distribution company.

• Familiarity with ERP or manufacturing accounting systems, particularly Sage.

• Experience reconciling sales tax liability accounts and researching tax discrepancies.

• Familiarity with multi-state sales tax platforms or services.

• Experience supporting external accountants or tax advisors during audits and tax reviews.

Key Performance Expectations

• Vendor invoices are processed accurately and within established payment schedules.

• Vendor statements and account discrepancies are reconciled promptly.

• Sales tax returns and payments are submitted accurately and on time.

• Sales tax exemption certificates and supporting documentation are properly maintained.

• Accounts payable and sales tax liability accounts are reconciled regularly.

• Accounting records are complete, accurate, and audit-ready.

• Potential compliance issues are communicated to the Controller promptly.

Authority & Internal Controls

• All vendor payments must follow established company approval procedures.

• Changes to vendor banking information must be independently verified in accordance with company policy.

• The employee may prepare sales tax returns and payments but must follow established review and approval procedures.

• The employee may not independently approve their own expenses or payments.

• Significant tax discrepancies, notices, or potential compliance risks must be escalated to the Controller.

Working Relationships

This position works closely with the President, Purchasing, Sales, Customer Service, and external accounting or tax professionals.

Disclaimer

This job description describes the general nature and level of work expected for this position. Duties and responsibilities may be modified as business needs change. The employee may be assigned additional duties consistent with the position and the company's operational requirements.

You should be proficient in:

• Cost Accounting
• Bookkeeping
• Accounts Payable (AP)
• Accounts Receivable (AR)
• Bank Reconciliation
• Tax Preparation