Accounts Payable Specialist

Accounts Payable Specialist

Innovative Systems/FinScan ® an award-winning worldwide leader of data quality, AML compliance, and financial crime risk management software solutions is seeking a highly organized and detail-oriented Accounts Payable Specialist to join our Pittsburgh team.

About the Role

This is a critical high-trust position with responsibility of this global company's accounts payable lifecycle worldwide. You will also be involved in processing, auditing, and reporting of expenses of our employees across regions including the United States, United Kingdom, Germany, Mexico, Middle East, and Singapore.

In addition to these core corporate responsibilities, you will have the unique opportunity to work hand-in-hand with company ownership bridging the intersection of your primary core corporate responsibilities with highly confidential private entity/personal bookkeeping, bank account reconciliations and related investment activities along with compliance tracking for the family foundation and employee charitable gift-matching program.

The successful candidate will be comfortable handling sensitive financial information and will demonstrate the initiative to work independently while knowing when to seek guidance. This position requires a high degree of confidentiality, integrity, trust, accuracy, organization, and reliability.

Location and Work Environment

This position is based at our World Headquarters Offices in suburban Pittsburgh, PA. During training and onboarding, our teams work in-office 4 days per week to maximize your learning experience.

Key Responsibilities

Global Corporate Accounts Payable (70%)

• Review, accurately and timely process all supplier/vendor invoices in accordance with Company policies and approval requirements.
• Assign to appropriate general ledger and proper departmental code.
• Maintain supplier/vendor records and supporting documentation.
• Post customer and other payments accurately.
• Prepare and process payment runs, wire transfers, ACH transactions, and other approved disbursements.
• Maintain supplier/vendor records and assist with onboarding documentation.
• Respond to supplier/vendor inquiries and resolve payment discrepancies.
• Reconcile supplier/vendor statements and investigate outstanding items.
• Prepare annual Form 1099's and related compliance requirements.

Global Employee Expense Processes (15%)

• Process employee expenses, employee reimbursements, credit card transactions, and supporting documentation.
• Review expense submissions for completeness, appropriate coding, and required approvals.
• Enter and post accounting transactions accurately and timely.
• Reconcile assigned bank and credit card accounts.
• Research discrepancies and missing information.
• Maintain organized electronic and paper accounting records.
• Assist with month-end close and other accounting activities as assigned.
• Provide administrative and transactional support to the accounting team.

Executive, Private-entity Administrative and Foundation Support (15%)

• Maintain accurate and organized records for executive/private entity, family foundation, and building financial activities.
• Reconcile bank accounts and credit card accounts identifying inconsistencies and ensure proper attribution.
• Make accurate and timely payment of bills (private entity and office building); track/file receipts.
• Assist with tracking investment transactions and maintain supporting records.
• Maintain accurate records of loans, payments, and outstanding balances.
• Organize, track, scan, and maintain financial documentation.
• Ensure transactions have appropriate supporting documentation.
• Track family foundation activity and related corporate employee gift-matching program.
• Maintain updated organized electronic financial files.
• Follow established accounting policies and procedures.
• Protect confidential corporate, personal, investment, employee, and financial information.
• Identify unusual transactions, discrepancies, or missing information and bring them to the attention of the appropriate person.
• Assist with special projects and other accounting responsibilities as assigned.
• Provide schedules, documentation, and transaction detail to the owner, Corporate Controller, and outside advisors as requested.

Skills and Qualifications

• 1–3+ years of accounting, bookkeeping, accounts payable or related experience.
• Understanding of basic accounting and bookkeeping principles.
• Experience with data entry and transaction processing.
• Experience reconciling bank or credit card accounts.
• Experience with expense processing, invoicing, accounts payable, or payment posting preferred.
• Experience with foundations, investments, or private-office experience is helpful but not required.
• Proficiency with Microsoft Excel and general office technology.
• Experience with accounting software (Quick Books) preferred.
• Strong written and verbal communication skills.
• High school diploma required; associate degree or accounting coursework desirable.

Personal Characteristics - do these traits describe you?

• Highly trustworthy and discreet - understands the sensitive nature of the information handled by this position.
• Extremely detail-oriented - takes pride in accuracy and catches errors others may overlook.
• Highly organized - maintains orderly records and can manage multiple priorities.
• Curious – loves learning and finding solutions to challenges.
• Self-motivated - does not require constant supervision or step-by-step direction.
• Dependable - consistently meets commitments and deadlines.
• Accountable - takes ownership of work and promptly communicates problems.
• Proactive - notices what needs to be done and takes appropriate action.
• Comfortable with routine - understands that accurate financial processing requires consistency.
• Willing to learn - interested in developing broader bookkeeping and accounting capabilities.
• Professional and mature - understands the importance of discretion when working with highly confidential and private financial information.

About Innovative Consistently voted a Top Workplace, Innovative provides a competitive salary, medical, vision, dental, and life and disability insurances. Tuition reimbursement, volunteer service time-off, charitable gift-matching, and a 401K plan are among other benefits we provide in support of your health, career, and financial well-being. Innovative's teams are diverse, multi-cultural, and welcoming! You will find friends and mentors among local teammates and from those based at our offices abroad.

Innovative is one of the world's most trusted providers of best-of-breed data quality and compliance solutions. Our long list of awards bears this out. FinScan, one of our most recognized products, is used by our clients in over 60 countries to identify potential money laundering (AML) and terrorist financing threats – helping to keep us all - a bit safer. Innovative's world headquarters is in Pittsburgh, Pennsylvania. We have additional entities in the United Kingdom, Germany, Mexico, Singapore, and the Middle East. Innovative is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other protected characteristics.