Accounts Payable Specialist

Position Summary

We are seeking a detail-oriented and organized Accounts Payable Specialist to manage daily accounts payable activities across our organization. This individual will be responsible for processing invoices, verifying billing documentation, coordinating vendor payments, reconciling accounts, and maintaining accurate financial records.

The ideal candidate will be dependable, proactive, and capable of managing multiple deadlines while ensuring accuracy, maintaining confidentiality, and following established financial policies and procedures.

Essential Duties and Responsibilities

Accounts Payable Processing

• Receive, review, and process vendor invoices for accuracy, completeness, and appropriate approval.

• Verify invoices against purchase orders, contracts, billing statements, and supporting documentation.

• Enter invoices and payment information into the accounting system accurately and timely.

• Identify and resolve discrepancies, duplicate invoices, and billing errors.

• Track outstanding invoices and ensure payments are processed according to established payment terms.

• Maintain organized electronic and physical records of invoices, payments, and supporting documentation.

Vendor Management

• Communicate with vendors regarding invoices, payment status, outstanding balances, and billing discrepancies.

• Maintain accurate vendor records, including payment information and required documentation.

• Obtain and maintain applicable W-9 forms and other vendor documentation.

• Assist with vendor statement reconciliations and resolve outstanding account issues.

Financial Reconciliation and Reporting

• Reconcile vendor statements against internal records.

• Assist with monthly closing activities and accounts payable reporting.

• Monitor outstanding liabilities and prepare reports regarding pending and overdue invoices.

• Verify invoices and supporting documentation for independent contractors and other service providers, as applicable.

• Assist with audits by providing requested financial records and documentation.

Internal Controls and Administrative Support

• Follow established approval workflows and financial policies.

• Maintain confidentiality of financial and vendor information.

• Identify opportunities to improve accounts payable processes and recordkeeping.

• Collaborate with Finance, Human Resources, facility leadership, and other departments to obtain necessary documentation and approvals.

• Perform other accounting and administrative duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or accounting coursework preferred.

• Minimum of 2 years of accounts payable, bookkeeping, accounting, or related experience preferred.

• Experience in healthcare, behavioral health, or multi-location operations is a plus.

• Proficiency in Microsoft Excel and other Microsoft Office applications.

• Experience with accounting software or financial management systems.

• Strong organizational, analytical, and problem-solving skills.

• Excellent written and verbal communication skills.

• Ability to manage competing priorities and meet deadlines.

• High level of accuracy, attention to detail, and professional integrity.

Preferred Skills

• Experience processing a high volume of invoices.

• Knowledge of vendor payment terms and invoice reconciliation.

• Experience maintaining contractor billing records and supporting documentation.

• Ability to identify discrepancies and escalate potential billing concerns.

• Experience supporting multiple facilities or business locations.

Work Environment

This position operates in a professional office environment and requires regular communication with vendors, corporate departments, and facility leadership. The successful candidate must be able to work independently while collaborating with other departments to ensure timely and accurate financial processing.

Equal Opportunity Employer

We are an equal opportunity employer committed to maintaining a professional, respectful, and inclusive workplace. Qualified applicants will be considered without regard to legally protected characteristics.