Senior Accounts Payable Specialist

Overview

The Senior Accounts Payable Specialist/ Analyst is responsible for the accurate and timely processing of vendor invoices, expense requests, and electronic payments across multiple entities. This role requires strong technical aptitude and hands-on experience with modern, technology-driven ERP solutions and AP tools, including workflow automation, OCR, and enhanced invoice capture. The ideal candidate thrives in a fast-paced, technology-forward environment, demonstrates strong attention to detail, and contributes to process enhancement initiatives.

Responsibilities

Current State Manual Processes

• Willing and able to handle the current manual, paper-heavy, and legacy Dynamics processes.
• Perform highly manual, paper-based workflows while transitioning to the new ERP (e.g. manual coding in Excel, paper checks for ACH).

Invoice Processing & Documentation

• Receive, review, and organize all incoming invoices using technology-based AP platforms.
• Validate accuracy, completeness, and compliance with company policies and contractual terms.
• Utilize OCR and AI-driven tools for invoice intake, data extraction, and classification.
• Accurately code invoices to the proper GL accounts, cost centers, projects, and entities.
• Ensure all invoices include appropriate documentation and maintain accurate audit trails within the AP system.

Approval Workflow & Issue Resolution

• Route invoices through electronic approval workflows and ensure timely approval.
• Monitor workflow queues and troubleshoot exceptions using AP automation platforms.
• Research and resolve invoice discrepancies in collaboration with internal teams.

Payments & Vendor Management

• Prepare and execute weekly and ad hoc payment runs including ACH, wire, virtual cards, checks, and other digital payment methods.
• Reconcile payment batches and validate vendor banking instructions.
• Maintain vendor information, payment preferences, and compliance documentation.
• Respond to vendor inquiries regarding invoice and payment status.

System Management & Enhancements

• Leverage AP automation tools, ERP systems, and AI workflows to improve speed, accuracy, and efficiency.
• Assist with system implementations, upgrades, UAT, and ongoing refinement.
• Support integration activities for AP-related systems to ERP and help validate AP-related system changes.
• Serve as the AP functional lead during the company's migration a new cloud ERP

Financial Close & Controls

• Reconcile AP subledgers and assist with month-end close activities.
• Ensure adherence to internal controls, audit requirements, and regulatory standards.
• Support external auditors with documentation and reporting.
• Actively supports and complies with all components of the compliance program, including, but not limited to, completion of training and reporting of suspected violations of law and Company policy.
• Maintains confidentiality of all information; abides with HIPAA and PHI guidelines at all times.
• Reacts positively to change and performs other duties as assigned.

Qualifications

Minimum Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, or equivalent professional experience.
• 3+ years of Accounts Payable experience in a mid-to-large-sized organization.
• Current System Expertise: Hands-on experience with older on-premise Microsoft Dynamics platforms are highly valued to manage current operations effectively during the selection and transition to a new ERP.
• Proficiency with modern AP automation tools, including OCR, enhanced invoice capture, and workflow automation platforms (e.g., Tipalti, Stampli, MineralTree, Yooz, Bill.com).
• Strong ERP experience (Oracle, NetSuite, SAP, Microsoft Dynamics, Intacct, or similar).
• Strong technical aptitude and ability to learn new systems quickly.
• Understanding of AP concepts including GAAP, 3-way match, and invoice-to-pay workflow.
• Intermediate Excel skills (lookups, pivot tables).
• Excellent interpersonal, oral, and written communication skills.
• Must be detail oriented and self-motivated.
• Excellent customer service skills.
• Anticipate needs in a proactive manner to increase satisfaction.
• The Company reserves the right to modify any bonus/commission structure prospectively at any time for any reason. A bonus/commission is not considered earned until it is paid, and the employee remains with the Company at the time of payment
• Take ownership of job responsibilities by initiating prompt and appropriate follow up and/or action to problems.

Preferred Qualifications

• Experience supporting multi-entity organizations.
• Familiarity with digital payment platforms and bank portals.
• Prior involvement in AP process redesign. Automation rollout, or ERP implementation/testing.
• Experience documenting Standard Operating Procedures (SOPs) and redesigning workflows for automation.
• Experience working with AI-Based Workflow tools.