Accounts Payable Specialist

Job Summary

The Accounts Payable Specialist provides accurate and timely financial support by managing invoice processing, payment activities, and vendor account maintenance. This position plays an important role in ensuring financial transactions are completed efficiently, accurately, and in compliance with organizational policies and accounting procedures. The ideal candidate is detail-oriented, organized, and capable of collaborating with internal departments and external vendors to resolve financial inquiries and maintain accurate records.

Key Responsibilities

Review, verify, and process vendor invoices for timely payment.

Match invoices with purchase orders, receiving documentation, and supporting records to ensure accuracy.

Code invoices appropriately according to general ledger accounts and accounting procedures.

Process payments including checks, ACH transactions, and other electronic payment methods.

Respond to vendor inquiries regarding invoice status, payment timelines, and account discrepancies.

Reconcile vendor statements and research discrepancies to ensure accurate account balances.

Maintain accurate vendor records, including tax documentation and banking information.

Assist with month-end and year-end closing activities related to accounts payable functions.

Maintain organized financial records and supporting documentation for internal and external review.

Ensure compliance with organizational financial policies, internal controls, and applicable regulations.

Collaborate with internal departments to resolve invoice issues and payment-related questions.

Support audit activities by providing documentation and financial records as requested.

Assist with additional accounting and administrative tasks as assigned.

Minimum Education & Experience Requirements

Associate degree or bachelors degree in Accounting, Finance, Business Administration, or a related field preferred.

One to three years of experience in accounts payable, accounting support, bookkeeping, or a related financial position.

Experience with invoice processing, payment transactions, and financial recordkeeping preferred.

Equivalent combination of education, training, and relevant experience may be considered.

Special Requirements

Ability to handle confidential financial information with discretion and professionalism.

Ability to comply with organizational policies, procedures, and internal control requirements.

Must demonstrate accuracy and attention to detail when processing financial transactions.

Knowledge, Skills, and Abilities

Knowledge of accounts payable processes and fundamental accounting principles.

Strong attention to detail with excellent organizational and time management skills.

Ability to prioritize multiple tasks, meet deadlines, and work effectively in a fast-paced environment.

Strong verbal and written communication skills with the ability to interact professionally with vendors and internal stakeholders.

Proficiency with Microsoft Office applications, particularly Microsoft Excel and Outlook.

Ability to learn and effectively utilize financial management systems, ERP platforms, and related software.

Strong problem-solving skills with the ability to investigate and resolve discrepancies.

Ability to work independently while contributing effectively as part of a collaborative team.

Strong customer service skills and a commitment to providing responsive support.

Additional Desired Characteristics

Experience with ERP or financial systems such as Banner, Workday, PeopleSoft, Oracle, or similar platforms.

Previous experience supporting finance operations within higher education, government, nonprofit, or similar environments.

Familiarity with purchasing, procurement, and expense management processes.

Demonstrated ability to identify process improvements and increase operational efficiency.

Dependable, adaptable, and committed to maintaining high standards of accuracy.

Work Environment

Professional office environment within a regional finance or administrative department.

Standard Monday through Friday business hours.

Position may require occasional overtime during month-end closing, fiscal year-end activities, audits, or other high-volume periods.

Work is primarily performed onsite, with remote or hybrid flexibility determined by organizational needs and policies.

Other Duties

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Additional duties may be assigned as needed to support organizational objectives.