Accounts Payable Specialist

Accounts Payable Specialist - Position Description

The Accounts Payable Specialist is responsible for maintaining accurate financial records and ensuring timely processing of vendor invoices and payments. This role supports the daily operations of the Business Office by managing the accounts payable workflow, maintaining vendor relationships, and contributing to month‑end and year‑end processes.

Essential Functions

• Manage the full accounts payable workflow, ensuring timely and accurate processing of invoices.
• Set up and maintain vendor accounts and relationships.
• Managing the AP email inbox, responding to individuals within 24 hours
• Complete check runs in accordance with the Business Office calendar and recommending vendors to be paid
• Receive, review, accurately code, and obtain approvals for payment of invoices.
• Reconcile vendor statements and respond promptly to vendor inquiries.
• Assist with general ledger analysis and operational reporting requests.
• Support internal and external audits.
• Assist with month‑end reporting and preparation of journal entries.
• Maintain W‑9s and support preparation of 1099 forms.
• Maintain organized and accurate financial documentation in accordance with policies and accounting standards.
• Sort and distribute mail
• Perform additional duties as assigned and represent the College professionally at all times.

Personal Attributes

• Strong organizational, communication, and interpersonal skills.
• Ability to prioritize, exercise good judgment, and work independently.
• High attention to detail and accuracy.
• Strong problem‑solving and analytical skills.
• Effective time management and ability to meet deadlines.
• Collaborative team mindset and ability to work across departments.
• Logical and analytical thinking.

Skills and Experience

• Bachelor's degree in accounting (or a related field) preferred.
• Minimum of three-five (3-5) years of accounting experience, preferably in Accounts Payable.
• General understanding of the general ledger and accounting principles.
• Ability to review documents for completeness and accuracy.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Physical Abilities

• Ability to sit, stand, walk, and use hands for frequent tasks.
• Frequent stooping, bending, pushing, and pulling.
• Ability to lift up to 25 pounds as needed.
• Consistent ability to speak and hear; vision sufficient to accurately review documents.