Job Summary
The Accounts Payable Specialist is responsible for accurately and efficiently processing the organization’s accounts payable transactions. This position manages vendor invoices, payment processing, account reconciliations, vendor records, and related financial documentation while ensuring compliance with organizational policies and established internal controls.
The Accounts Payable Specialist works closely with vendors, department managers, purchasing personnel, and the accounting team to ensure invoices are properly authorized, accurately recorded, and paid in a timely manner.
Essential Duties and Responsibilities
- Receive, review, code, and process vendor invoices.
- Verify invoices against purchase orders, contracts, receipts, and supporting documentation.
- Obtain appropriate approvals prior to payment.
- Enter invoices and payment information accurately into the accounting system.
- Process checks, ACH payments, electronic payments, and other approved payment methods.
- Maintain accurate vendor files, including tax forms and payment information.
- Respond to vendor inquiries regarding invoices, payments, balances, and account discrepancies.
- Reconcile vendor statements and investigate discrepancies.
- Research and resolve duplicate invoices, incorrect charges, missing documentation, and payment issues.
- Maintain an organized accounts payable filing and documentation system.
- Prepare accounts payable reports and payment schedules.
- Assist with month-end and year-end closing activities.
- Reconcile accounts payable subsidiary records to the general ledger.
- Assist with 1099 reporting and other applicable year-end vendor reporting requirements.
- Monitor outstanding invoices and follow up on items requiring additional information or approval.
- Ensure timely payment of approved invoices while taking advantage of applicable discounts when appropriate.
- Maintain confidentiality of financial, vendor, employee, and organizational information.
- Follow established accounting policies, procedures, and internal controls.
- Assist with audits by providing requested invoices, payment records, reconciliations, and supporting documentation.
- Identify opportunities to improve accounts payable processes and efficiency.
- Perform other accounting and administrative duties as assigned.
Required Qualifications
- High school diploma or equivalent required.
- Associate degree in Accounting, Finance, Business Administration, or related field preferred.
- 2–4 years of accounts payable or accounting experience preferred.
- Experience with accounting software NetSuite and Microsoft Office, particularly Excel.
- Strong attention to detail and accuracy.
- Strong organizational and time-management skills.
- Ability to maintain confidentiality.
- Strong written and verbal communication skills.
- Ability to work independently and meet deadlines.
- Ability to identify discrepancies and resolve problems effectively.
Preferred Qualifications
- Experience with an ERP/accounting system.
- Experience with nonprofit, healthcare, government, or service-based organizations, if applicable.
- Knowledge of general accounting principles.
- Experience with electronic payment systems.
- Experience preparing 1099s and supporting audits.
- Intermediate Microsoft Excel skills.
Key Competencies
- Accuracy & Attention to Detail
- Financial Accountability
- Organization & Time Management
- Confidentiality & Professionalism
- Problem Solving
- Communication
- Customer/Vendor Service
- Teamwork
- Integrity
- Process Improvement
Performance Measures
Success in this position may be evaluated based on:
- Accuracy and timeliness of invoice processing.
- Timely payment of approved invoices.
- Accuracy of vendor account reconciliations.
- Reduction of duplicate or erroneous payments.
- Timeliness of month-end closing responsibilities.
- Compliance with internal controls and approval procedures.
- Responsiveness to vendor and internal inquiries.
- Organization and completeness of AP documentation.
- Ability to identify and resolve discrepancies.
Physical/Work Requirements
- Ability to work for extended periods using a computer and telephone.
- Ability to sit, stand, walk, and perform routine office activities.
- Ability to handle and organize paper and electronic financial records.
- Ability to communicate effectively with employees, vendors, and management.
Equal Employment Opportunity
The organization is committed to providing equal employment opportunities to all qualified individuals and prohibits discrimination and harassment in accordance with applicable federal, state, and local laws.
Disclaimer: This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Duties may be modified as organizational needs change.
Special Requirements: Must pass DOEA Level II criminal background screening; must sign Medicaid Attestation Payroll Form per Department of Elder Affairs/AAAPP requirements. Must sign SMMCLTC Program – Prohibited Activities.
Equal Opportunity Employer:
At AAAPP, we take pride in providing equal employment opportunities to everyone regardless of their race, ethnicity, beliefs, religion, marital status, gender, citizenship status, age, veteran status, or disability. Accordingly, the purpose of this policy is to reinforce our commitment to the creation and maintenance of a diverse workplace where equality, respect, and consideration for one another are the norm.
The agency conducts background screening. Please see the link for more details https://info.flclearinghouse.com
Job Type: Temporary
Salary: $20 - $23 per hour
Schedule: