Client Accounts Payable Specialist - Part Time

Company Description

At Kaizen CPAs + Advisors & Your Payroll Department (YPD), we’re a people-first firm dedicated to helping businesses overcome financial challenges and achieve their goals. With decades of experience, we focus on practical, forward-thinking solutions that put people at the heart of everything we do.

Our work is guided by four core values:

• Own It: Take pride in solving problems and delivering results. 💪🌟
• Be an Ideal Team Player: Collaboration and support are key to our success. 🤝🙌
• Make a Positive Impact: We’re committed to making a difference for our clients, team, and community. 🌍💖
• Embrace a Growth Mindset: Constant learning and evolving helps us grow—together. 📚🚀

At Kaizen and YPD, we prioritize the growth and well-being of our people. You’ll join a supportive team where challenges are turned into opportunities, and where your work truly makes a difference for our clients, the team, and your career. Join us and experience a people-first culture that values your success and development!

Job Description

Are you a detail-oriented professional with a passion for streamlining processes and delivering exceptional client service? We’re looking for a part-time Client AP Specialist to join our successful CPA firm! As Client AP Specialist, you will deliver accurate, timely, and proactive accounts payable execution for two of the firm’s largest clients by mastering BILL and QBO, ensuring zero late payments, and serving as a trusted point of contact for vendors and clients.

A top-performing Client AP Specialist is viewed by clients, vendors, and internal staff as reliable, proactive, and in control of the AP function. Bills are paid accurately and on time, issues are identified before they escalate, and the AP process runs smoothly with minimal oversight.

Performance Objectives

You will:

• Master BILL and QuickBooks Online within the first 60–90 days, including vendor setup, bill entry and coding, approval workflows, payment scheduling, and reporting, enabling you to manage assigned clients independently.
• Ensure 100% of approved bills are paid accurately and on time, maintaining full control of the AP calendar and proactively identifying risks related to approvals, cash availability, or incomplete information.
• Process accounts payable with ≥99% accuracy, minimizing corrections, rework, and downstream issues for clients and internal team members.
• Serve as a proactive and professional point of contact for clients and vendors, communicating clearly about payment status, missing information, and issue resolution without needing to be prompted.
• Develop a deep understanding of each assigned client’s AP environment, including chart of accounts, approval rules, vendor requirements, and payment timing expectations.
• Identify inefficiencies in existing AP workflows and implement improvements that result in at least a 20% reduction in processing time within the first 6 months, leveraging BILL, QBO, and standardized practices.
• Reconcile vendor statements monthly (or per vendor cadence) for all high-volume and high-risk vendors, ensuring discrepancies are resolved within 5 business days and no valid invoices remain unpaid past terms.
• Document and maintain clear Standard Operating Procedures (SOPs) for vendor onboarding, bill processing, approvals, payment runs, and escalation, ensuring consistency and scalability across clients.
• Collaborate effectively with internal team members, supporting the month-end close and addressing any discrepancies promptly.
• Maintain organized, audit-ready AP records, ensuring accuracy, traceability, and compliance with client and firm requirements.
• Continuously seek opportunities to improve service quality and client experience, proposing solutions that align with client needs and the firm’s growth strategy.
• Participate actively in team meetings and knowledge-sharing, contributing insights that improve AP execution and service delivery firmwide.

Core Competencies

You will:

• Demonstrate strong attention to detail and ownership of outcomes, not just task completion.
• Effectively manage multiple clients and recurring deadlines in a fast-paced environment.
• Communicate clearly, professionally, and proactively with clients, vendors, and internal teams.
• Use technology confidently to reduce manual work and improve accuracy and efficiency.
• Adapt quickly to change and take responsibility for continuous learning and improvement.

Qualifications

What We’re Looking For

• Education: Bachelor's or Associate’s degree in Accounting, Finance, or a related field preferred.