Distinguishing Features of the Class:
The Accounts Payable Specialist is responsible for planning and coordinating accounts payable functions, processing transactions for entry and posting to the accounts payable module, maintaining various listings, databases, and records, and preparing reports. Work is performed under the general supervision of a higher-ranking employee. Related work as required.
Typical Work Activities:
- Summarizes and processes transactions for entry and posting to the Accounts Payable module within IT systems
- Maintains electronic listings, records of account, registers, vouchers, requisitions, and related records
- Analyzes accounts and prepares accrual entries for financial statements
- Maintains accurate vendor database, including IRS Form W9 and other paperwork
- Generates and issues IRS forms to vendors and electronically files reports to tax authorities
- Ensures compliance with IRS regulations and notices for accounts payable
- Processes New York State Public Authority procurement reports
- Maintains outstanding check register and ensures compliance with escheatable property regulations
- Maintains sources of payments to vendors
- Serves as liaison with vendors to resolve and reconcile invoice and purchase order discrepancies
- Creates and/or initiates electronic wire transactions
- Submits electronic check issuance files to financial institutions
- Identifies and communicates opportunities for process improvement
- Reconciles patient refunds
- Maintains electronic invoice databases and records
- Analyzes and reports on opportunities for savings
Full Performance Knowledge, Skills, Abilities, and Personal Characteristics:
- Thorough knowledge of accounting and bookkeeping practices
- Thorough knowledge of computerized accounting, accounts payable, and materials management systems
- Thorough knowledge of IRS and other governmental rules and regulations
- Thorough knowledge of New York State Public Authority procurement report requirements
- Good knowledge of office terminology, procedures, and equipment
- Good knowledge of budget control
- Ability to prepare, maintain, and analyze account records, financial statements, and reports
- Ability to maintain confidentiality
- Ability to develop, prepare, and make recommendations on reports from accounts payable, materials management systems, and related financial records
- Ability to communicate effectively, both orally and in writing
- Ability to establish and maintain effective working relationships with a diverse constituency
- Ability to utilize a variety of electronic software applications
- Sound professional judgment
- Capable of performing the essential functions of the position with or without reasonable accommodation
Minimum Qualifications: A) Bachelor’s degree** in Accounting, Business, Finance, or closely related field and two (2) years of experience in maintaining financial records and accounts, including one (1) year in accounts payable**
OR
B) Associate’s degree** in Accounting, Business, Finance, or closely related field and four (4) years of experience in maintaining financial records and accounts, including one (1) year in accounts payable**
OR
C) High school diploma or equivalency and six (6) years of experience in maintaining financial records and accounts, including one (1) year in accounts payable**
OR
D) An equivalent combination of training and experience as defined by the limits of (A), (B), and (C)
Notes:
- Per resolution presented to State Civil Service Commission, action approved and filed with the Department of State on January 15, 2026, under the Hiring for Emergency Limited Placement Statewide (HELPS) Program, this title is temporarily reassigned to NON-COMPETITIVE Classification.
- Your degree must be from an accredited college or university. If awarded outside the U.S., independent verification of equivalency is required. See http://www.cs.ny.gov/jobseeker/degrees.cfm for acceptable companies (evaluation fee required).
- Accounts Payable is defined as a company’s accumulated short-term obligations owed to creditors or vendors (excluding payroll), using electronic accounts payable software that requires a three-way match between invoice, purchase order (PO), and order receipt.
- Verifiable part-time and/or volunteer experience will be pro-rated toward meeting full-time experience requirements.
*Non-Competitive for designated HELPS program positions)
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Life insurance
- Opportunities for advancement
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Accounts Payable: 2 years (Required)
Work Location: In person
