Accounts Payable Specialist

Summary: The Accounts Payable Coordinator is responsible for managing the timely and accurate processing of vendor

invoices, payments, and reconciliations in compliance with company policies and procedures. This position plays a key role in

supporting the financial health of the organization through strong attention to detail, effective communication, and

commitment to process improvement and customer service.

Essential Duties and Responsibilities:

• Process vendor invoices in Sage Intacct and Procurify, ensuring accuracy, proper coding, and required approvals.

• Prepare and execute weekly and ad-hoc payment runs using ACH, checks, and credit cards.

• Administrative duties include : Depositing incoming payments, scanning and routing finance mail, and maintaining

organized vendor tax information

• Reconcile vendor statements and resolve discrepancies in a timely manner.

• Prepare month-end reconciliations and financial reports in accordance with department policies and procedures.

• Ensure compliance with financial regulations and internal control requirements.

• Support the month-end close process by providing accurate AP reports, schedules, and documentation.

• Assist with audits by preparing supporting documentation and responding to inquiries.

• Collaborate with purchasing and other departments to ensure proper approval workflows and accurate expense

tracking.

• Target areas for continuous process improvement to increase efficiency and accuracy within accounts payable

operations.

• Provide superior customer service to both internal and external customers by responding promptly and professionally to

inquiries.

• Maintain confidentiality when handling and communicating sensitive financial and vendor information.

• Serve as a backup for the Expense Coordinator, assisting with employee expense reports and reimbursements as

needed.

• Perform other duties as assigned to support the Finance Department and organizational objectives.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

Customer Service: Manage difficult situations; responds promptly to needs of patients and advocates; solicits

feedback to improve service; responds to requests for assistance; meets commitments.

Interpersonal skills: Focuses on solving conflict; maintains confidentiality; listens to others without interrupting;

keeps emotions under control; remains open to others’ ideas.

Written Communication: Writes clearly; edits work for spelling and grammar; presents numerical data accurately;

able to read and interpret information.

Teamwork: Balances team and individual responsibilities; exhibits objectivity; welcomes feedback; contributes to

building a positive team spirit; puts success of team above own interests; able to build morale and attain group

commitments and goals.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and

consideration.

Ethics / Diversity: Shows respect and sensitivity for cultural differences; educates others on the value of diversity;

treats people with respect; keeps commitments and inspires the trust of others.

Safety and Security: Observes and enforces safety and security procedures; reports

Requirements

Qualifications:

To perform the job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements

listed below are representative of the knowledge, skill and or ability required. Reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions.

Language Skills: Ability to read and interpret documents including but not limited to compliance and safety

documents; policy and training manuals, routine reports, and correspondence; speak effectively and present

information to individuals in the organization.

Mathematical Skills: Ability to apply basic math skills; work with concepts such as fractions, percentages, ratios,

and proportions to practical situations; effectively calculate figures such as discounts, etc.

Reasoning Ability: Ability to solve practical problems and deal with a variety of variables in situations where high

level of standardization exists; interpret instructions furnished in written or oral form.

Computer Skills: An individual should have intermediate knowledge of dental practice management software and

Microsoft office and internet software.

Education and or Experience:

• High school diploma

• 3+ years accounts payable and expense reporting experience required.<