AP Specialist

Accounts Payable Specialist

The Accounts Payable (AP) Specialist is responsible for processing, tracking, and managing the organization's outgoing payments in an accurate and timely manner. This position plays a critical role in maintaining positive vendor relationships, ensuring compliance with internal controls and regulatory requirements, and supporting the financial operations of the agency. This position supports a nonprofit agency dedicated to serving children, adolescents, and young adults with autism spectrum disorder (ASD) and intellectual and developmental disabilities (IDD).

Adelbrook is a 24/7 operating Agency. Schedules are flexible, may include early mornings, evenings, overnights, weekdays, weekends, holidays to meet operational needs.

Essential Duties and Responsibilities:

• Prepare and send accurate and timely invoices to funding sources, including Medicaid, managed care organizations (MCOs), school districts, and private payers.
• Monitor aging reports and follow up on outstanding receivables to ensure timely collections.
• Process all vendor invoices accurately and in a timely manner, ensuring proper approvals and coding to appropriate accounts and cost centers.
• Maintain up-to-date and organized AP files, including vendor W-9s, contracts, and invoice records.
• Schedule and process weekly check runs, ACH payments, and credit card transactions in accordance with agency policy.
• Reconcile vendor statements and resolve any billing or payment discrepancies.
• Respond to vendor inquiries and maintain strong, professional vendor relationships.
• Ensure compliance with internal purchasing and payment policies and assist with updates as needed.
• Assist in month-end and year-end closing by preparing AP reports, accruals, and reconciliations.
• Support the annual audit process by gathering and submitting required AP documentation.
• Assist with the issuance of IRS Form 1099s at year-end.
• Identify opportunities for process improvements and contribute to financial process enhancements.
• Perform other related duties as assigned by leadership.

Skills, Knowledge, and Abilities:

Skills:

• Attention to Detail: Strong ability to process financial transactions accurately and catch discrepancies in billing and payment records.
• Time Management: Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently.
• Communication Skills: Clear and professional verbal and written communication with internal teams, families, payers, and funding sources.
• Problem-Solving: Ability to troubleshoot billing issues, investigate payment discrepancies, and follow through to resolution.
• Technical Skills: Proficient in Microsoft Office (especially Excel for spreadsheets, formulas, and data tracking). Experience using accounting software and electronic billing systems.
• Customer Service: Demonstrated ability to interact with payers and families in a respectful, responsive, and solutions-focused manner.

Knowledge:

• Accounts Payable Practices: Solid understanding of the full AP cycle, including invoice processing, payment scheduling, and month-end close tasks.
• Nonprofit Financial Operations: Familiarity with nonprofit accounting, fund allocation, grant tracking, and regulatory reporting (preferred).
• IRS Compliance: Awareness of IRS regulations related to vendor payments, including W-9 collection and 1099 processing.
• Internal Controls: Understanding of best practices in financial controls and segregation of duties.
• HIPAA and Confidentiality Standards: Awareness of patient/client privacy rights and proper handling of sensitive financial and health-related information.

Abilities:

• Work Independently and Collaboratively: Capable of managing work autonomously while also functioning as a productive member of the Finance team.
• Adaptability: Flexible in responding to changes in payer requirements, billing procedures, or internal processes.
• Critical Thinking: Ability to analyze data, draw conclusions, and make informed recommendations regarding account resolution.
• Maintain Confidentiality: Uphold high ethical standards and protect sensitive financial and client information.
• Cultural Sensitivity: Demonstrated respect for diverse populations, particularly individuals with autism and intellectual/developmental disabilities, and their families.

Education, Experience and Other Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree in Accounting, Finance, or related field preferred.
• Minimum 2 years of experience in accounts payable or general accounting, preferably in a nonprofit or healthcare setting.
• Proficiency in accounting software and Microsoft Excel.
• Strong attention to detail and excellent organizational skills.
• Effective communication skills, both written and verbal.
• Ability to manage time effectively and meet deadlines.
• Commitment to the mission and values of the organization and sensitivity to the needs of individuals with ASD and IDD.
• Ability to work a flexible schedule and meet on-call responsibilities.

Work Environment and Physical Demands:

• This position operates in a professional office environment.
• May require occasional travel to program locations for finance-related support.
• Occasional work options may be available based on agency policy.

A job description is not meant to be all inclusive of every task and/or responsibility.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.