Position Summary
The Accounts Payable Specialist is responsible for the accurate and timely processing of accounts payable transactions while ensuring compliance with organizational policies, governmental regulations, and accounting standards. This position maintains vendor records, processes invoices, prepares payments, reconciles accounts, and provides exceptional customer service to vendors and internal departments.
Essential Duties and Responsibilities
- Receive, review, and process vendor invoices for accuracy, completeness, and proper authorization.
- Match invoices with purchase orders, receiving documents, and supporting documentation.
- Code invoices to the appropriate general ledger accounts and departments.
- Prepare and process weekly or bi-weekly check runs, electronic payments (ACH), and wire transfers.
- Maintain accurate vendor files, including W-9 forms and banking information.
- Reconcile vendor statements and resolve invoice discrepancies in a timely manner.
- Respond to vendor and employee inquiries regarding payment status.
- Monitor payment due dates to ensure timely payments and avoid late fees.
- Process employee reimbursement requests in accordance with organizational policies.
- Assist with month-end and year-end closing activities by preparing reports and reconciling accounts payable balances.
- Maintain organized electronic and paper filing systems for accounts payable documentation.
- Prepare and process IRS Form 1099 information annually, as applicable.
- Assist with annual audits by providing requested documentation and reports.
- Ensure compliance with internal controls, purchasing policies, and applicable federal, state, and local regulations.
- Cross-train with other finance staff and provide backup support as needed.
- Perform other duties as assigned.
Required Qualifications
- High school diploma or GED required; Associate's degree in Accounting, Finance, or Business Administration preferred.
- Minimum of two (5) years of accounts payable or accounting experience preferred.
- Experience using computerized accounting and financial management systems.
- Proficiency in Microsoft Office, particularly Excel.
- Strong mathematical, analytical, and organizational skills.
- Excellent attention to detail and accuracy.
- Ability to prioritize multiple tasks and meet deadlines.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality of financial information.
Preferred Qualifications
- Experience in governmental or public sector accounting.
- Knowledge of governmental purchasing procedures and grant-funded expenditures.
- Experience with ERP or governmental accounting software.
Knowledge, Skills, and Abilities
- Knowledge of generally accepted accounting principles (GAAP).
- Understanding of accounts payable processes and internal controls.
- Ability to identify and resolve discrepancies independently.
- Strong customer service skills when interacting with vendors and employees.
- Ability to work independently and collaboratively within a team.
- Proficiency in Microsoft Excel, Word, and Outlook.
- Ability to learn new accounting software and technologies.
Physical Requirements
- Prolonged periods of sitting and computer use.
- Frequent use of hands and fingers for keyboarding.
- Occasional lifting of files or office supplies up to 20 pounds.
Work Environment
- Office environment with regular business hours.
- Occasional overtime may be required during month-end, fiscal year-end, or audit periods.
Pay: $26.45 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
