Senior Accounts Payable Specialist

Senior Accounts Payable Specialist: Required to work a hybrid schedule in our office in Alexandria, VA

Position Summary

The Senior Accounts Payable Specialist supports the full accounts payable function through accurate invoice processing, vendor management, payment execution, internal controls, documentation, reporting, process improvement, and effective use of automation and AI-enabled tools.

This role requires a detail-oriented accounts payable professional with high-volume AP experience, strong system knowledge, sound judgment, and the ability to resolve complex issues while improving efficiency, accuracy, and controls.

Essential Duties & Responsibilities

Accounts Payable Operations

• Support full-cycle accounts payable processing, including:

• High-volume invoice review

• Account coding

• Approval workflow management

• Supporting documentation review

• Invoice entry

• Payment preparation

• Posting transactions to the correct accounting periods

• Vendor follow-up

• Manage high-volume invoice activity while maintaining accuracy, timeliness, and compliance with internal policies and procedures.

• Serve as a subject matter resource for AP policies, procedures, systems, vendor requirements, payment processes, and issue resolution.

• Process and review payment runs, including:

• ACH

• EFT

• Check payments

• Other approved payment methods

• Support initiatives to reduce reliance on manual checks.

Vendor Management

• Maintain strong vendor relationships by responding to inquiries and resolving discrepancies.

• Research and resolve payment issues.

• Reconcile vendor statements.

• Manage vendor onboarding and vendor master file maintenance, including:

• W-9 collection

• Payment information updates

• Data accuracy reviews

• Support internal controls to prevent:

• Duplicate payments

• Unauthorized payments

• Fraud

• Vendor master file errors

Compliance & Reporting

• Support annual 1099 preparation and filing activities, including:

• Vendor tax data validation

• Corrections and updates

• Filing support

• Generate, review, and analyze weekly and monthly AP reporting.

• Review:

• Invoice aging

• Outstanding liabilities

• Accuracy and completeness of AP transactions

• Process improvement opportunities

• Maintain organized records and provide supporting documentation for audits and business requirements.

Reconciliations & Month-End Close

• Reconcile corporate purchasing card accounts.
• Support employee expense reporting, receipt collection, coding, approvals, and posting.
• Assist with month-end close activities, including:
• Accrual support
• AP reconciliations
• Open invoice review
• Aging analysis
• General ledger reconciliations
• Exception reporting

Process Improvement & Technology

• Identify, recommend, and implement AP process improvements.
• Enhance workflow automation and reporting capabilities.
• Improve documentation standards and operating procedures.
• Utilize AI-enabled tools and automation features to:
• Validate data
• Identify exceptions
• Reduce manual effort
• Improve reporting
• Increase process efficiency

Collaboration & Support

• Collaborate with accounting, operations, procurement, property managers, vendors, and leadership to resolve invoice, coding, payment, workflow, and documentation issues.

• Train, guide, and support AP team members by sharing knowledge and reinforcing best practices.

• Take ownership of assigned vendors, processes, and recurring responsibilities.

• Maintain confidentiality and professionalism when handling vendor, employee, banking, tax, and financial information.

• Maintain accuracy and organization during:

• Month-end close

• Year-end reporting

• Audit periods

• High-volume processing cycles

• Perform special projects and additional duties as assigned.

Qualifications

Education

• Bachelor's degree in Accounting, Finance, Business, or a related field preferred.

Experience

• 5+ years of progressive accounts payable experience preferred.

• Experience with:

• Full-cycle AP processing

• Vendor management

• Workflow management

• Payment processing

• Account coding

• Reconciliations

• Month-end close support

• Experience working in a high-volume accounts payable environment.

• Strong understanding of:

• Accounts payable principles

• Internal controls

• Vendor master file management

• Invoice workflows

• Payment methods

• Unclaimed property requirements

• 1099 reporting

• Experience processing:

• Three-way match invoices

• Non-PO invoices

• Tax-sensitive invoices

• International invoices

• Recurring invoices

Knowledge, Skills & Abilities

Communication Skills

• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to work effectively with vendors, accounting teams, operations partners, property managers, procurement teams, leadership, and cross-functional stakeholders.
• Ability to read, understand, and apply company policies, payment procedures, tax documentation requirements, and compliance standards.

Analytical & Problem-Solving Skills

• Strong attention to detail and organizational abilities.
• Sound judgment and decision-making skills.
• Ability to identify trends, determine root causes, and develop practical solutions.
• Strong analytical, investigative, research, documentation, and reconciliation skills.
• Ability to prioritize workload and adapt quickly to changing business needs.

Mathematical Skills

• Proficient business math and accounting skills.

Technical Skills

ERP & Accounting Systems

Experience with:

• Microsoft Dynamics GP/D365
• Yardi
• SAP
• Oracle
• NetSuite
• Workday
• Similar ERP systems

AP Automation Platforms

Experience with:

• Medius
• Basware
• Coupa
• Tipalti
• AvidXchange
• Stampli
• Brex
• Similar AP automation tools

AI & Automation

Familiarity with:

• OCR technology
• AI invoice capture
• Workflow automation solutions
• AI-assisted productivity tools
• Data validation and exception management tools

Microsoft Office

Advanced proficiency with:

• Microsoft Excel

• Pivot Tables

• VLOOKUP/XLOOKUP

• SUMIFS

• Data Validation

• Data Analysis

• Microsoft Outlook

• Microsoft Office Suite

Certifications

Preferred:

• CAPA (Certified Accounts Payable Associate)
• CAPP (Certified Accounts Payable Professional)
• Comparable Accounts Payable Certification

Supervisory Responsibilities

• None

Work Environment & Physical Requirements

• Primarily office-based position.
• Requires prolonged periods of sitting and computer use.
• Frequent use of standard office equipment.
• Occasional standing, walking, reaching, grasping, and handling objects.
• May occasionally lift and/or move up to 20 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.

Incumbents will follow any other instructions and perform other related duties as assigned by their supervisor,

policy, or company management.

Work location and onsite attendance requirements will be determined by the company in accordance

with company practice and business needs.