Accounts Payable Specialist

Job Description

Job Title: Accounts Payable Specialist

Department: Finance

Reports To: Senior Director of Finance

Salary: $54,000 - $60,000

FLSA Status: Exempt, Full-Time

Work Schedule: Monday – Friday, Nights and Weekends as needed

Prepared/Revised Date: May 2, 2025

Job Summary:

The Accounts Payable Specialist’s primary focus is accounts payable, including managing vendor files, invoicing, and cash management. The Accounts Payable Specialist will help maintain accurate financial records that contribute to the overall financial health and transparency of the organization. In addition to managing accounts payable, this role will assist the Finance Department with various projects as needed.

Duties and Responsibilities

Invoice Processing:

Review and verify invoices for accuracy and appropriate authorization.

Enter and code invoices into the accounting system.

Payment Management:

Prepare and process electronic transfers and payments.

Schedule and ensure timely payment of invoices.

Monitor accounts to ensure payments are up-to-date and resolve discrepancies.

Vendor Relations:

Communicate with vendors regarding payment inquiries and discrepancies.

Maintain positive relationships with vendors and respond to inquiries promptly.

Ensure vendor information is accurate and up-to-date in the system.

Record Keeping:

Maintain organized and accurate financial records and documentation.

Reconcile accounts payable transactions and resolve any discrepancies.

Assist in month-end closing processes and prepare necessary reports.

Compliance and Auditing:

Ensure compliance with company policies and procedures, as well as regulatory requirements.

Assist with audits by providing necessary documentation and information.

Implement and maintain internal controls related to accounts payable.

Manage annual 1099 filings and ensure compliance with tax reporting requirements.

Support Functions:

Collaborate with other departments to ensure accurate and timely financial reporting.

Provide support for special projects and other accounting tasks as needed.

Continuously seek opportunities to improve processes and efficiencies within the accounts payable function.

Qualifications

High School diploma or equivalent; associate's degree in accounting, finance, or business administration, preferred.

Previous experience in accounting or administrative roles.

Proficiency in accounting software and Microsoft Office; experience with Financial Edge NXT is a plus.

Nonprofit accounting experience is beneficial.

Excellent attention to detail, organizational, and time management skills.

Strong analytical skills with the ability to recommend improvements.

Professional communication and interpersonal skills.

Ability to work independently, meet deadlines, and thrive in a fast-paced environment.

High ethical standards and a strong sense of responsibility and confidentiality.

Uniform Requirements: (if applicable)

Business casual attire.

Physical Demands:

This role requires standing, walking, sitting, and manual dexterity. Ability to reach, balance, stoop, kneel, and crouch. Effective verbal and auditory communication. Reasonable accommodation is available.

Work Environment:

Primarily a quiet office setting in a collaborative environment.

Full-time