VITA FOOD PRODUCTS JOB – ACCOUNTS PAYABLE SPECIALIST

Position: Accounts Payable Specialist

Date Prepared: October 29, 2025

Department/Location:  Accounting/Finance

FLSA Status:  Exempt

Reports To:  Corporate Controller

Position Summary: Compiles, records, and maintains accounts payable records.

Duties and Responsibilities:

• Reviews all invoices for appropriate documentation and approval prior to payment.
• Prepares weekly check runs.
• Enters invoice and payment transactions into ERP system.
• Distributes signed checks as required, including submission of positive pay reports to the bank.
• Sets up and initiates wire and ACH payments in the bank website as needed.
• Maintains listing of outstanding checks.
• Maintains and updates Vendor AP information.
• Answers all vendor and supplier’s inquiries; researches and resolves discrepancies.
• Maintains all accounts payable reports, spreadsheets and corporate accounts payable files.
• Reviews and processes all administrative and sales expense reports.
• Assists in preparing weekly Cash Management reports.
• Prepares invoices and related documentation for storage.
• Posts journal entries as needed.
• Prepares analysis of accounts payable related accounts for month-end close, as required.
• Reconciles monthly credit card and Amazon accounts.
• Enters Maintenance purchase orders into ERP system.
• Assists with Bank and External audits.
• Prepares annual 1099 information.
• Manages petty cash.
• Performs filing and copying.
• Performs other duties as assigned.

Role Qualifications:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Problem solving—the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully.
• Planning/organizing—the individual prioritizes and plans work activities and uses time efficiently.
• Quality control—the individual demonstrates accuracy and thoroughness, monitors own work to ensure quality and applies feedback to improve performance.
• Quantity—meets productivity standards and completes work in a timely manner.
• Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

Specific Training Requirements:

General Training Requirements:

• Blood Borne Pathogens & Exposure Control Plan
• Emergency Action & Fire Safety
• GMP
• General Allergen
• Hazard Communication
• PPE
• Slips, Trips and Falls