Accounts Payable Specialist

Position Summary

Capitol Imaging Services is seeking a detail-oriented, organized, and dependable Accounts Payable Specialist to join our growing Finance team.

The Accounts Payable Specialist will be responsible for processing a high volume of invoices, maintaining accurate vendor records, resolving discrepancies, and ensuring timely and accurate payments. The ideal candidate will have strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

This position requires someone who takes ownership of their workload, communicates effectively, and works collaboratively with team members and other departments.

Key Responsibilities

Invoice Processing

• Process high volumes of vendor invoices accurately and efficiently.
• Review invoices for proper coding, supporting documentation, and required approvals.
• Enter and process invoices using Tipalti and Microsoft Dynamics 365 Business Central.
• Identify and resolve duplicate invoices, discrepancies, and missing information.
• Monitor pending invoices and follow up with approvers to prevent payment delays.
• Ensure invoices are processed in accordance with company policies and payment terms.

Vendor Management

• Maintain accurate vendor information, including W-9 forms, ACH banking information, and payment terms.
• Assist with onboarding new vendors and updating existing vendor records.
• Respond professionally and promptly to vendor inquiries regarding invoices, payments, and account balances.
• Research and resolve vendor payment discrepancies.
• Request and review vendor statements to identify missing invoices and outstanding balances.
• Build positive working relationships with vendors and internal departments.

Account Reconciliation & Reporting

• Reconcile vendor statements against accounts payable records.
• Research outstanding invoices, credits, and unapplied payments.
• Assist with reviewing accounts payable aging reports.
• Investigate and resolve discrepancies between Tipalti and Business Central.
• Assist with month-end closing activities and other accounting projects as assigned.

AP Mailbox & Workflow Management

• Monitor the shared Accounts Payable email inbox.
• Respond to internal and external inquiries in a timely manner.
• Organize and prioritize incoming invoices, statements, and requests.
• Follow up on outstanding items to ensure timely resolution.
• Maintain accurate documentation of invoice and vendor communications.

Team Collaboration & Process Improvement

• Work closely with the AP Manager and other AP team members to meet department goals.
• Provide coverage for other team members when needed.
• Identify opportunities to improve efficiency and reduce processing errors.
• Maintain confidentiality of financial and vendor information.
• Support additional responsibilities and special projects as assigned.

Required Qualifications

• 2+ years of accounts payable or related accounting experience preferred.
• Experience processing invoices in a high-volume environment.
• Strong understanding of accounts payable processes and basic accounting principles.
• Proficiency in Microsoft Excel and Outlook.
• Excellent attention to detail and accuracy.
• Strong time management and organizational skills.
• Ability to work independently while contributing to a team environment.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.

Preferred Qualifications

• Experience with Tipalti or similar accounts payable automation software.
• Experience with Microsoft Dynamics 365 Business Central or other ERP systems.
• Experience with vendor statement reconciliations and invoice discrepancy resolution.
• Familiarity with ACH payments, vendor onboarding, and W-9 documentation.
• Experience working in a multi-location or multi-entity organization.
• Healthcare industry experience is a plus.