Accounts Payable Specialist

Department: Finance

Employment Type: Full Time

Location: Association Office

Compensation: $53,000 - $58,000 / year

Description

Working under the supervision of the Accounting Supervisor, the Accounts Payable Specialist will process a high volume of PO and non-PO invoices with accuracy and efficiency while maintaining compliance with company policies. Success in this position relies on strong attention to detail, a thorough understanding of full-cycle accounts payable, and the ability to build strong relationships with cross-functional teams both remote and in-person and vendors. A commitment to delivering exceptional service will be key to ensuring smooth operations.

Key Responsibilities

• Process invoices with precision, ensuring compliance with company policies and proper approvals.
• Coordinate with Association staff to request and set up purchase orders for invoices without corresponding purchase orders, when necessary.  
• Work closely with vendors, business managers and association staff to address payment or invoice issues promptly, timely and offer helpful resolutions.
• Generate daily reports of approved purchase orders and manage accurate invoice entry.
• Identify and resolve discrepancies within invoice batches to meet deadlines before posting payments.
• Assist with management of the corporate card program under the direction of the Accounting Supervisor, including issuing cards, substantiating purchases, and handling other related administrative tasks. 
• Set up new vendors in accounting systems for membership refunds and international stipends and other payments.
• Oversee utility account management, including electricity, water, sewer, and gas, ensuring timely and accurate processing.
• Prepare month-end closing activities, including journal entries, utility and other accruals.
• Crosstrain on essential functions to ensure consistent coverage across the Accounts Payable department (e.g., weekly check run, ACH submission, etc.)

Skills, Knowledge and Expertise

• 2-3 years of full-cycle accounts payable experience, including credit card, expense reimbursements, invoices, 1099 filings, and reconciliations.
• Strong organizational skills with attention to detail.
• Excellent communication and interpersonal skills for working with cross-functional teams and external vendors.
• Experience developing and implementing business and fiscal processes to ensure compliance and good stewardship over resources. 
• Ability to work efficiently in a fast-paced environment while meeting deadlines.
• A proactive attitude and commitment to customer-focused service delivery.