Accounts Payable Specialist

Accounts Payable Specialist

***THIS IS A 13 WEEK CONTRACT OPPORTUNITY***

The Accounts Payable Specialist manages the full cycle of accounts payable activities, including invoice processing, vendor setup, payment processing, and related accounting tasks. This role ensures that all payables are accurate, properly approved, and paid on time, while maintaining strong internal controls and safeguarding financial documents. The specialist also supports the accounting team with deposits, reconciliations, and responsive communication with vendors and internal stakeholders.

Responsibilities

• Receive and sort accounting mail on a daily basis to ensure timely processing of all accounts payable documents.
• Manage and maintain the accounting petty cash box, ensuring proper documentation and reconciliation of all transactions.
• Receive invoices and check requests from vendors and internal departments for processing.
• Review invoices and check requests to confirm proper approvals, accuracy, and supporting documentation before payment.
• Set up new vendors in the accounting software, ensuring a completed W-9 form is received and recorded before issuing any payments, and follow established vendor setup standards.
• Verify that invoices and check requests are not duplicates by checking both the accounting software and the scanning software.
• Research past due amounts to determine the reason for nonpayment, obtain approval to pay, and communicate as needed with vendors and internal staff.
• Monitor and verify that recurring invoices are paid according to established schedules.
• Input invoices into the accounting software, batch them appropriately, and generate batch listings for review by the Staff Accountant.
• Correct any invoices identified during review as needing adjustments, and then select invoices for payment in the accounting system.
• Process payments by printing checks, including checks drawn on multiple bank accounts, and separate checks that require two signatures from the batch.
• Route checks with supporting invoices to the appropriate individuals for signatures.
• After checks are returned, confirm that all required signatures are present, ensure any corrections are completed, and prepare checks for mailing.
• Separate checks, insert them into envelopes along with any required additional paperwork, and deliver them to the mailroom for mailing.
• Safeguard checks, check registers, and other accounting-related materials to maintain security and confidentiality.
• Prepare and make bank deposits as needed and record related entries in the accounting system.
• Respond promptly and professionally to vendor inquiries and employee requests for accounts payable information.
• Maintain regular and predictable attendance to support consistent accounts payable operations.
• Work cooperatively with colleagues and other departments to resolve issues and support overall accounting functions.
• Perform other accounting and clerical duties related to the efficient maintenance and processing of accounts payable transactions, as assigned.

Essential Skills

• 13 years of experience with computerized accounts payable and/or computerized general accounting systems.
• 23 years of experience using relevant computer programs such as Microsoft Excel or equivalent.
• Hands-on experience with accounts payable processes, including invoice processing and payment preparation.
• Proficiency in invoice processing, including verification of accuracy, approvals, and supporting documentation.
• Ability to perform three-way matching among purchase orders, invoices, and receiving documents.
• Experience in coding invoices and payables to the appropriate general ledger accounts or cost centers.
• Strong data entry skills with attention to detail and accuracy.
• Working knowledge of reconciliation processes related to accounts payable and vendor accounts.
• Proficiency with Microsoft Excel, including the use of Excel pivot tables.
• Proficiency with Microsoft Office applications for daily accounting and communication tasks.
• Experience with vendor management and handling vendor invoices and inquiries.
• Ability to perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.
• High School Diploma or General Education Degree (GED).

Additional Skills & Qualifications

• Experience working with computerized general accounting software in a professional environment.
• Familiarity with purchase order processes and three-way matching workflows.
• Ability to manage multiple priorities and deadlines in a high-volume accounts payable environment.
• Strong organizational skills to manage mail, invoices, check requests, and vendor records effectively.
• Clear and professional communication skills for interacting with vendors and internal staff.
• Ability to work both independently and collaboratively within an accounting team.
• Demonstrated reliability, including regular and predictable attendance.
• Commitment to maintaining confidentiality and safeguarding financial records and documents.
• Adaptability to perform other related duties as assigned to support the accounting department.

Work Environment

Work takes place in a combined healthcare and office environment with a moderate noise level. The role involves working with standard office and accounting software, handling physical documents such as mail, invoices, checks, and check registers, and using typical office equipment. The position requires understanding the risks associated with working in or around environments where blood-borne and airborne pathogens may be present and maintaining a safe work environment in compliance with OSHA standards, rules, and regulations. The schedule may require flexibility, and the specialist must adapt to schedule changes as needed while maintaining professional attire appropriate for a healthcare office setting.

Job Type & Location

This is a Contract position based out of Germantown, TN.

Pay and Benefits

The pay range for this position is $20.21 - $26.37/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Germantown, TN.

Application Deadline

This position is anticipated to close on Jul 13, 2026.