Accounts Payable Specialist

Position Title

Accounts Payable Specialist

Department

Finance

Reports To

Staff Accountant or Director of Finance

FLSA Status

Non-Exempt

Summary:  The Accounts Payable Specialist supports the financial operations of Crosspoint, Inc. by performing the day-to-day activities of the accounts payable function. This position reviews and processes invoices, maintains complete supporting documentation, resolves vendor discrepancies, and assists with reconciliations and month-end close. The position helps safeguard organizational resources by following established approval requirements, accounting procedures, funding restrictions, and internal controls.   

Role Responsibilities:

• Receive, review, code, and enter invoices and other payment requests accurately and within established processing timelines.

• Verify that invoices include required supporting documentation, appropriate authorization, accurate pricing, and proper general ledger, program, grant, contract, project, and cost-center coding, as applicable.

• Match purchase orders, receiving documentation, invoices, and approvals before payment when a purchase-order process applies.

• Prepare check, ACH, and other payment batches for review and approval in accordance with the organization's segregation-of-duties controls.

• Maintain vendor records, including contact information, payment terms, completed Forms W-9, tax classification, and other required documentation.

• Reconcile vendor statements and accounts payable records; research and resolve duplicate invoices, pricing differences, missing credits, and other discrepancies.

• Monitor open invoices, aging reports, recurring payments, credits, and payment deadlines to help prevent late fees, service interruptions, and duplicate payments.

• Respond promptly and professionally to vendor and internal inquiries regarding invoice status, payment timing, documentation, and account balances.

• Assist the Staff Accountant with month-end and year-end close activities, including accounts payable reconciliations, outstanding-check research, accrual support, and the identification of unrecorded liabilities.

• Support annual Form 1099 preparation by maintaining accurate vendor tax information and reviewing reportable payment activity.

• Maintain organized, complete, and audit-ready electronic and hard-copy accounts payable records in accordance with record-retention requirements.

• Provide invoices, payment records, approvals, reconciliations, and related documentation for internal reviews, external audits, grant or contract monitoring, and other authorized requests.

• Follow established accounting policies, internal controls, confidentiality requirements, and fraud-prevention practices; promptly report unusual or unsupported transactions to the Staff Accountant.

• Coordinate with Finance, Operations, Administrative Support, purchasing personnel, and other teams to obtain documentation and resolve payment issues.

• Provide accounting and administrative support to the Staff Accountant and Finance leadership and serve as backup for assigned routine accounting functions, as trained and authorized.

• Perform other job-related duties as assigned that are consistent with the position's purpose and level of responsibility.

Supervision:

This position does not have supervisory responsibilities.

Education and Experience:

• Associate degree in accounting, finance, business administration, or a closely related field from an accredited college or university.

• One to two years of direct accounting experience. Hands-on accounts payable experience is strongly preferred.

• Working knowledge of basic accounting principles, accounts payable practices, invoice coding, account reconciliation, and internal controls.

• Proficiency with Microsoft Excel, Outlook, and Word, with the ability to learn and use the organization's accounting, banking, document-management, and related business systems.

Skills:

• Strong attention to detail and the ability to enter, compare, and reconcile financial information accurately.

• Ability to prioritize recurring deadlines, manage a consistent transaction volume, and follow work through to completion.

• Sound judgment in recognizing incomplete, unusual, duplicate, or potentially unauthorized transactions and escalating concerns appropriately.

• Ability to read and interpret invoices, purchase orders, contracts, expense documentation, account statements, and basic accounting reports.

• Professional written and verbal communication skills and the ability to work effectively with vendors, employees, supervisors, and leadership.

• Ability to maintain confidentiality and handle financial, employee, vendor, and organizational information with discretion.

• Commitment to ethical conduct, dependable attendance, collaboration, and service consistent with Crosspoint's mission and values.

Other:

• CPR and First Aid Certification is required by Federal Bureau of Prisons.
• Duties performed in this position are security sensitive and thereby subject to provision under state and federal codes.     
• High level of discretion related to company financial duties is expected.

Physical Demands and Work Environment

This position primarily performs work in a professional office environment and routinely uses a computer, telephone, copier, scanner, and other standard office equipment. The employee is regularly required to sit, communicate, and use hands for keyboarding and document handling; may occasionally stand, walk, bend, reach, and move or lift materials weighing up to 15 pounds. Specific vision abilities include close vision and the ability to review detailed financial information. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Schedule

The regular work schedule will be established by Crosspoint based on organizational needs. Additional hours may occasionally be required to meet payment deadlines, month-end or year-end closing requirements, audits, or other business needs. This nonexempt position is eligible for overtime compensation in accordance with applicable law and Crosspoint policy; all overtime must be approved in advance.

Equal Employment Opportunity

Crosspoint, Inc. provides equal employment opportunities to qualified applicants and employees and prohibits unlawful discrimination and harassment in accordance with applicable federal, state, and local law.