Staff Accountant 1 (Payables)

Staff Accountant 1 (Payables)

Baltimore, Maryland

DISCLOSURES
The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria necessary to perform the job successfully. Job responsibilities may be modified or expanded over time, and the company will inform the employee of any such changes.

ABOUT THE COMPANY

Enterprise Management Solutions, LLC (EMS) is a full-spectrum consulting and management firm specializing in back-office operations, financial infrastructure, and executive oversight for health and human services organizations. We provide strategic support to affiliated companies through contractual partnerships, optimizing operations and maintaining compliance across multiple industries including behavioral health, primary care, real estate, supportive housing, and food service.

Our goal is to relieve mission-driven companies of administrative burden by overseeing financial and operational systems that allow leadership teams to focus on quality care and innovation.

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POSITION TITLE: Staff Accountant 1 (Payables)

ALTERNATE TITLE(S): Accounts Payable Accountant, AP Accountant, Payables Accountant, Staff Accountant I

COMPANY: Enterprise Management Solutions, LLC

DIVISION: Accounting & Finance


DEPARTMENT: Accounts Payables

UNIT: n/a


ACCOUNTABLE TO: Controller or Chief Financial Officer (CFO, in absence of Controller)

ACCOUNTABLE FOR: Performing and maintaining accurate accounts payable records, processing disbursements, reconciling vendor accounts, supporting financial reporting, and ensuring compliance with accounting policies and internal controls across all customer companies under contract.


CLASSIFICATION: Non-Exempt (W-2, Hourly) - Full-Time

SUMMARY OF POSITION RESPONSIBILITIES
The Staff Accountant I - Payables is responsible for overseeing the day-to-day accounts payable functions for Enterprise Management Solutions, LLC and its affiliated companies. This position ensures the accurate and timely processing of invoices, vendor payments, reimbursements, contractor payments, and other financial obligations while maintaining compliance with Generally Accepted Accounting Principles (GAAP), internal controls, and organizational policies.

SCHEDULED DUTIES AND RESPONSIBILITIES

• Manage full-cycle accounts payable activities across all assigned entities and affiliated companies.
• Review, verify, and process vendor invoices, contractor payments, employee reimbursements, stipends, and recurring expenses.
• Ensure all expenditures are properly approved, coded, documented, and recorded in accordance with company policy.
• Maintain accurate vendor records, contracts, W-9 documentation, and payment histories.
• Reconcile vendor statements and accounts payable ledgers monthly.
• Investigate and resolve invoice discrepancies, payment issues, duplicate entries, and vendor inquiries.
• Coordinate payment schedules to ensure timely disbursement while supporting organizational cash flow objectives.
• Prepare journal entries and account reconciliations related to accounts payable transactions.
• Assist with month-end and year-end closing activities.
• Support preparation of financial statements, audit schedules, and supporting documentation.
• Ensure compliance with GAAP, IRS requirements, company policies, and applicable regulatory standards.
• Assist with annual 1099 preparation and reporting activities.
• Maintain accurate records within accounting software platforms, including Sage and other approved accounting systems.
• Monitor accounts payable aging reports and recommend corrective actions when necessary.
• Collaborate with operational leaders regarding budget allocations, invoice approvals, and expenditure tracking.
• Participate in audit preparation and provide supporting documentation during internal and external reviews.

UNSCHEDULED DUTIES AND RESPONSIBILITIES

• Serve as the primary point of contact for accounts payable inquiries, escalations, and vendor concerns.
  • Identify opportunities to improve accounts payable workflows, internal controls, and operational efficiencies.
  • Assist with special accounting projects, software implementations, system conversions, and process improvement initiatives.
  • Support budgeting, forecasting, and cash flow analysis activities as assigned.
  • Conduct historical transaction research and provide ad hoc financial analysis to management.
  • Collaborate with other accounting personnel to ensure consistency of accounting practices across affiliated entities.
  • Participate in interdepartmental workgroups focused on performance improvement, compliance, and operational excellence.
  • Assist with vendor onboarding processes and ensure appropriate documentation is obtained and maintained.
  • Support internal and external audits by gathering documentation and responding to audit requests.
  • Assist the Controller, CFO, or other designated leadership with special assignments and accounting-related projects.
  • Remain informed and compliant with all applicable accounting standards, regulations, company policies, and governing body requirements, including COMAR, CARF, CSA, OHCQ, and other applicable standards.
  • Support the orientation and training of employees on accounts payable procedures and documentation requirements when requested.
  • Maintain confidentiality of all financial, business, employee, and client-related information.
  • Participate in quality assurance and performance improvement activities designed to strengthen financial operations and compliance.
  • Support workplace safety initiatives and participate in required trainings and drills.
  • Perform other duties as assigned by the Controller, CFO, or authorized leadership.

PHYSICAL DEMANDS

• Prolonged periods sitting at a desk and working on a computer
• Occasional lifting up to 25 pounds
• Frequent meetings via video or phone.

WORKING CONDITIONS

• On-site only; office-based

COMPETENCIES AND SKILLS

• Strong knowledge of Generally Accepted Accounting Principles (GAAP).
• Strong understanding of accounts payable processes, vendor management, and disbursement controls.
• Ability to review financial documentation for accuracy, completeness, and compliance.
• Proficiency in Sage and Microsoft Excel, including advanced spreadsheet functions and reporting tools.
• Strong analytical, organizational, and problem-solving skills.
• Ability to manage multiple priorities and deadlines across multiple affiliated entities.
• Strong attention to detail and commitment to accuracy.
• Effective verbal and written communication skills.
• Ability to work independently while collaborating effectively with leadership and operational teams.
• Strong understanding of internal controls, audit readiness, and financial compliance requirements.
• Commitment to confidentiality, accountability, and professional ethics.
• Ability to identify process improvement opportunities and implement effective solutions.

LEVEL OF EDUCATION / TRAINING / QUALIFICATIONS

Education

• Bachelor's Degree in Accounting from an accredited college or university is required (degrees in Finance, Economics, Business Administration, Management, or related disciplines alone do not satisfy the minimum educational requirement)
• A Master's Degree in Accounting is preferred.

Licenses / Certifications

• CPA designation is preferred but not required.
• Other accounting-related certifications may be considered as supplemental qualifications.

Experience

• Minimum of three (3) years of professional accounting experience required.
• Minimum of two (2) years of direct accounts payable experience required.
• Experience managing full-cycle accounts payable processes in a multi-entity environment preferred.
• Experience within healthcare, behavioral health, nonprofit, housing, food service, or related industries preferred.
• Experience with Sage accounting software strongly preferred.
• Working knowledge of accrual accounting principles required.
• Experience supporting audits, financial reporting, and month-end close processes preferred.

Additional Requirements

• Must demonstrate strong accounting competency and successfully pass the Company's accounting competency assessment prior to hire.
• Must be able to pass all required background and reference checks.
• Must maintain the ability to handle confidential financial information with discretion and professionalism.