Nature of Work: The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, contracted service provider disbursements, representative payee transactions, and related financial activities. This role ensures compliance with internal controls and applicable representative payee requirements, maintains strong vendor relationships, safeguards the funds of individuals supported, and promotes sound financial practices across the agency.
Essential Functions:
Accounts Payable
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Perform all activities related to the accounts payable function, including reviewing invoices, verifying documentation, coding expenses, gathering approvals, and processing payments to vendors.
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Process contracted service provider disbursements in accordance with agency procedures.
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Ensure that proper documentation is maintained and on file for all payments and disbursements.
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Maintain and update vendor records, including W-9 documentation and payment information.
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Respond to vendor inquiries in a professional and timely manner.
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Reconcile accounts payable subsidiary ledgers and assist with monthly closing processes as assigned.
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Generate accounts payable reports as needed for leadership and audit purposes.
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Monitor payment schedules to ensure timely processing and avoid late fees or service disruptions.
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Adhere to internal control procedures, agency policies, and sound accounting practices.
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Assist with preparation for audits by providing requested documentation and reports.
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Demonstrate commitment to learning and complying with all applicable federal, state, and local regulations.
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Assist the Chief Financial Officer or Controller with projects and special assignments as needed.
Invoice & Expense Management
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Manage electronic invoice workflow system (if applicable).
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Track recurring expenses (leases, utilities, software subscriptions, insurance).
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Review invoices for contract compliance and budget alignment.
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Match purchase orders to invoices (3-way match if used).
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Monitor credit card reconciliations and verify supporting documentation.
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Ensure proper coding to programs, grants, and cost centers.
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Track sales tax exemptions and ensure compliance.
Representative Payee Services
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Support the agency’s representative payee responsibilities for individuals receiving Social Security and other applicable benefits.
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Maintain accurate, separate, and current financial records for each individual for whom the agency serves as representative payee.
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Receive, track, and reconcile benefit payments, deposits, expenditures, account balances, and conserved funds.
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Process payments for housing, utilities, medical expenses, personal needs, and other authorized expenses based on each individual’s needs, available funds, and approved budget.
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Work with program staff and other authorized parties to help ensure that each individual’s current and foreseeable needs are appropriately considered when funds are managed.
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Maintain supporting documentation for representative payee transactions, including invoices, receipts, account statements, approvals, and payment records.
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Monitor individual account balances and applicable resource limits and promptly communicate concerns to the appropriate program and finance leadership.
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Assist with the completion and submission of required representative payee reports, accountings, reviews, and other documentation.
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Support the timely reporting of changes that may affect an individual’s benefits or representative payee arrangement to the appropriate internal contact or government agency.
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Respond to authorized inquiries concerning individual funds while maintaining confidentiality and safeguarding protected information.
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Assist with representative payee audits, reviews, and requests for documentation.
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Follow Social Security Administration requirements, agency policies, internal controls, and all other applicable requirements governing representative payee services.
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Assist with the appropriate transfer or return of funds and records when the agency’s representative payee responsibility ends.
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Immediately report suspected misuse, loss, fraud, or other financial irregularities involving an individual’s funds in accordance with agency procedures.
Vendor Management & Risk Control
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Maintain vendor onboarding process (W-9s, ACH forms, COIs if applicable).
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Validate vendor legitimacy to prevent fraud.
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Manage ACH payment setup and verification procedures.
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Monitor duplicate payments and conduct periodic AP audits.
Program & Operational Support
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Process participant-related payments (housing vendors, medical providers, etc.).
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Track program-specific vendor spending.
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Reconcile residential petty cash or house accounts (if applicable).
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Assist with agency credit card monitoring and policy enforcement.
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Coordinate with residential managers on expense documentation.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities and activities may change at any time.
Additional Expectations
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Ability to work flexible hours, including occasional evenings or weekends, based on agency needs.
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Travel between agency locations as necessary.
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Commitment to confidentiality, ethical standards, and equity.
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Ability to handle agency and individual funds with accuracy, integrity, discretion, and appropriate separation of accounts.
Physical Requirements/Work Environment:
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This position operates in both a professional office environment.
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Regularly required to sit, stand, walk, use hands to operate office equipment, and talk or hear in person and via phone or video conferencing.
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May occasionally be required to lift up to 35 pounds (e.g., supplies, documents, equipment).
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Must be able to travel independently between agency locations and to community meetings or events.
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May require occasional evening or weekend hours depending on agency needs.
Qualifications:
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Associate’s degree in accounting, business administration, finance or related field; or an equivalent combination of accounting coursework and relevant work experience.
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Minimum of two (2) years experience in accounts payable, bookkeeping, or financial transaction processing.
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High proficiency in Microsoft Office applications.
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Experience with Sage Intacct or similar accounting software.
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Strong mathematical, analytical, and organizational skills.
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Demonstrated attention to detail and accuracy in data entry and financial documentation.
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Ability to maintain confidentiality and model professional values and ethics in accordance with federal, state, and agency policies.
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Strong interpersonal skills and ability to collaborate effectively within a team environment.
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Effective verbal and written communication skills.
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Ability to work independently while meeting deadlines.
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Valid and insurable Maine driver’s license required.
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Ability to pass required background checks, to include: Adult/Child Protective Services; criminal history; OIG Exclusion list; National Sex Offender Registry; Bureau of Motor Vehicles record
3Rivers is growing, and so is our Finance Team! We’re looking for a detail-oriented Accounts Payable Specialist to help keep our financial operations running smoothly. This role processes vendor payments, provides representative payee services for individuals we support, and ensures financial records are accurate, timely, and well organized. If you enjoy working with numbers, solving problems, and knowing your work supports a meaningful mission, we’d love to hear from you!
This is an in-person role.
