Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist manages day-to-day AP activities for 15 related entities operating across 30+ facilities. The role ensures invoices are accurately coded, matched to supporting documentation, routed for approval and processed according to payment schedules and internal controls. This position coordinates with facility staff, vendors, and internal approvers; resolves routine discrepancies; supports payment runs and month-end close; and escalates exceptions and control concerns appropriately. This is not to be construed as a complete list of duties.

This position is full-time, on-site at our Shaker Heights location. Salary Range: $20 - $25 per hour

Daily Duties - Invoice Processing and Vendor Support

• Monitor and manage the AP inbox; organize incoming invoices and route them to the appropriate staff or approvers.
• Review incoming mail, vendor statements, and payment-status inquiries; route or respond as appropriate.
• Process invoices for assigned entities in accordance with AP policies, approval requirements, and documentation standards.
• Perform three-way matching of purchase orders, invoices, and receiving documentation where applicable; research discrepancies and coordinate resolution with Purchasing or the relevant facility.
• Route non-PO invoices to the appropriate manager for approval before processing.
• Respond to vendor inquiries and follow up on invoice discrepancies, credits, returns, and delivery issues.
• Scan and retain invoices and supporting documentation in the electronic invoice storage system as required.

Weekly Duties - Payment Preparation and Follow-Up

• Prepare invoices for scheduled payment runs and generate checks or ACH payment files in accordance with established procedures.
• Match proposed payments to approved invoices and supporting documentation; investigate exceptions before submission.
• Route checks requiring dual authorization to the AP Supervisor.
• Distribute or mail checks and required remittance documentation.
• File paid invoices and retain payment support in the designated electronic or physical records systems.
• Review PO Clearing and Open PO reports; follow up on missing invoices, outstanding receipts, and other exceptions with the appropriate teams.

Monthly Duties - Close and Reconciliation Support

• Meet with the AP Supervisor before month-end close to review open invoices, payment issues, and other outstanding items for assigned entities.
• Prepare scheduled first-of-month payments, such as physician, rent, and other approved recurring transactions.
• Compare AP records and supporting documentation with AP trial balance reports; investigate and resolve discrepancies or escalate items that require approval.
• Review assigned general-ledger expense activity for missing invoices, coding issues, or other exceptions; make corrections only within assigned authority and approval procedures.
• Track unresolved items and communicate status, ownership, and next steps to the AP Supervisor and relevant internal teams.

Miscellaneous Duties

• Review vendor statements periodically and reconcile them to AP records; document and follow up on differences.
• Provide requested supporting documentation for year-end audit activities.
• Assist the AP Supervisor with preparation of Forms 1099 and 1096, as assigned.
• Assist AP Supervisor during high-volume periods or when coverage is needed.
• Provide AP-related reports or documentation to CDC staff upon request, in accordance with access and confidentiality requirements.
• Complete required training and attend relevant job-related learning sessions.
• Perform other duties related to AP and the Business Office as assigned.

Education, Experience Training and Licenses/Registrations:

• High School Diploma or GED (Required)
• At least 3 years of accounting experience required, including substantial hands-on experience processing accounts payable.
• Direct AP experience in a multi-entity or multi-location environment preferred.
• Experience with Sage 100 preferred; ability to learn and use AP and document-management systems required.

Knowledge and Skills:

• Working knowledge of invoice processing, three-way matching, payment preparation, vendor statement review, and AP close support.
• Basic working knowledge of Excel and Outlook and comfort working with accounting systems.
• Strong organization, prioritization, accuracy, and follow-through across competing deadlines.
• Clear, professional communication and effective vendor and internal-customer service.
• Sound judgment in researching discrepancies and knowing when to escalate.
• Ability to work independently and collaboratively while maintaining confidentiality and following financial controls.