Accounts Payable Specialist

POSITION SUMMARY

The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, expense reimbursements, and vendor payments while maintaining strong internal controls and compliance with company policy, GAAP, and applicable tax regulations. This role supports month-end close activities, vendor relations, audit preparation, and continuous improvement of accounts payable processes and systems.

KEY RESPONSIBILITIES & DUTIES:

• Review, code, and process vendor invoices and payment requests in accordance with internal approval workflows and accounting policies
• Verify accuracy of invoices, purchase orders, and supporting documentation prior to payment
• Prepare and process weekly and ad-hoc payment runs (ACH, check, wire, or electronic methods as applicable)
• Maintain vendor master records, including W-9 collection and 1099 eligibility tracking
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Support month-end and year-end close activities, including accruals and audit schedules
• Maintain organized electronic and/or physical financial records in accordance with retention policies
• Respond to vendor and internal inquiries professionally and promptly
• Collaborate with department managers regarding expense coding and approvals
• Assist with annual 1099 reporting and compliance requirements

• Identify opportunities for process improvements, automation, and stronger internal controls

• Adhere to confidentiality standards and segregation-of-duties protocols
• Provide cross-training or backup support for related accounting functions as needed
• Participate in system upgrades, ERP testing, or finance projects when assigned
• Perform other related duties as assigned
• Contribute to a strong client relationship through positive interactions with client personnel

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of Generally Accepted Accounting Principles (GAAP)
• Understanding of accounts payable cycles and internal control best practices
• Proficiency in accounting or ERP software (e.g., Sage, NetSuite, QuickBooks, Workday, etc.)
• Strong Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP or equivalent)
• High attention to detail and accuracy
• Strong written and verbal communication skills with the ability to interact professionally with vendors, employees, and leadership.
• Ability to manage multiple deadlines and prioritize tasks independently
• Professional judgment and discretion with confidential financial information
• Collaborative team mindset with the ability to work cross-functionally

CREDENTIALS/EDUCATION/EXPERIENCE

• Bachelor's degree in Accounting, Finance, Business, or related field preferred
• Minimum 2-3 years of accounts payable or general accounting experience
• Healthcare, multi-entity, or high-volume AP experience preferred
• Experience with ERP systems and electronic invoice processing platforms highly desirable
• Experience with Sage highly desirable.

PHYSICAL DEMANDS

The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting and working on a computer
• Occasional standing, walking, bending, or reaching
• Ability to lift or move items up to 10-15 pounds occasionally
• Visual acuity sufficient for computer and document review

WORK ENVIRONMENT

This position operates primarily in a professional office setting and requires regular on-site attendance at the assigned work location. The role involves routine use of standard office equipment such as computers, phones, printers, and scanners. The noise level is typically moderate. Attendance at scheduled department meetings, trainings, and occasional cross-functional meetings is expected as part of normal job duties. Occasional movement within the office or file-storage areas may be required.