Accounts Payable Specialist

About the Role

The Accounts Payable Specialist works under the supervision of the Controller. This role plays a critical role in managing and processing the organization’s financial obligations efficiently and accurately. This position ensures that all vendor invoices are reviewed, verified, and processed with accurate account coding and processed in a timely manner to maintain strong supplier relationships and uphold the company’s financial integrity. The specialist will be responsible for reconciling accounts payable transactions, maintaining accurate records within the general ledger system, and managing invoice workflows through AvidXchange, the organization’s third‑party invoice management platform. This role also includes maintaining vendor records, supporting vendor onboarding, and ensuring compliance with federal reporting requirements, including the preparation and issuance of 1099 forms. By collaborating closely with internal departments, vendors, and approvers within AvidXchange, the Accounts Payable Specialist supports smooth financial operations and adherence to company policies and regulatory requirements. Ultimately, this position contributes to the organization’s financial health by ensuring invoices are processed accurately, payments are issued on time, and vendor‑related compliance is maintained.

Minimum Qualifications

• Associate’s degree in Accounting, Finance, or a related field, or equivalent work experience.
• Proven experience in accounts payable or a similar accounting role.
• Proficiency with accounting software, specifically Blackbaud NXT or comparable ERP systems.
• Strong knowledge of general ledger processes and journal entry preparation.
• Demonstrated ability to meet deadlines and manage multiple priorities effectively.
• Experience with advanced Microsoft Office skills, particularly Excel and Word.

Responsibilities

• Process and verify invoices, expense reports, and payment requests in accordance with company policies using AvidXchange, the organization’s third‑party invoice automation and payment workflow system.
• Manage invoice routing, approvals, and payment release activities in AvidXchange, ensuring accurate account coding and timely processing.
• Generate and analyze AP‑related reports from Blackbaud and AvidXchange as needed for month‑end close, audits, financial reporting, and internal process improvements.
• Reconcile accounts payable transactions and resolve discrepancies to maintain accurate financial records.
• Maintain and update the general ledger with journal entries related to accounts payable activities.
• Utilize accounting software, including Blackbaud NXT, to record and track payments and vendor information.
• Manage vendor onboarding by collecting required documentation, including W‑9s, and ensuring vendor profiles remain accurate and compliant.
• Maintain ongoing vendor relationships, responding to inquiries, resolving payment issues, and ensuring timely communication.
• Prepare, review, and file 1099 forms, ensuring compliance with IRS requirements and accurate year‑end reporting.
• Collaborate with vendors and internal departments to address payment inquiries and resolve issues promptly.
• Ensure all payments are processed within established deadlines to avoid late fees and maintain strong vendor relationships.
• Prepare reports related to accounts payable status and assist with month‑end and year‑end closing activities.
• Support audit processes by providing necessary documentation and explanations related to accounts payable.
• Complete Semi Annual Sale Tax Refund
• Effectively demonstrates the mission, vision, and values of Lower Cape Fear LifeCare on a daily basis

Skills

The Accounts Payable Specialist uses account reconciliation skills daily to ensure that all financial records are accurate and discrepancies are promptly addressed. This position has monthly closing responsibilities. Proficiency in accounting software—especially Blackbaud NXT and AvidXchange—is essential for processing invoices with accurate budget account coding, maintaining vendor records, and managing approval workflows efficiently. The ability to process invoices, maintain vendor compliance documentation, and prepare journal entries accurately supports the integrity of financial data and adherence to regulatory standards, including 1099 reporting. Strong organizational skills and the ability to meet deadlines are critical to managing the volume of transactions and ensuring timely payments. Additionally, Microsoft Office Word is used regularly to prepare reports, communicate with vendors, and document processes, enhancing overall workflow and collaboration.