Overview

The Accounts Payable Specialist is responsible for supporting full-cycle accounts payable activities while also assisting with accounting cleanup, reconciliations, vendor research, invoice coding accuracy, and process documentation. This role is ideal for someone with strong AP experience who understands the accounting impact behind invoice coding, journal entries, accruals, reconciliations, and general ledger activity.

This position will work closely with the accounting team to ensure vendor invoices, expense reports, payment activity, and AP-related transactions are processed accurately and in compliance with company policies. The role also supports accounting projects, including researching discrepancies, helping clean up reconciliations, reviewing fixed asset coding, and documenting standard operating procedures.

The ideal candidate is detail-oriented, organized, analytical, and able to ask thoughtful questions when reviewing invoices, vendor activity, account balances, and supporting documentation.

Key Responsibilities

• Process, review, and record vendor invoices for accuracy, proper approvals, supporting documentation, and appropriate general ledger coding.
• Review employee expense reports for policy compliance, accurate coding, and required backup documentation.
• Assist with weekly, bi-weekly, and special payment runs through AP automation or payment platforms.
• Research and resolve vendor account discrepancies, invoice issues, payment questions, and escalated AP inquiries.
• Reconcile vendor statements and assist with resolving open credits, duplicate invoices, missing payments, and aged items.
• Support AP aging review by researching outstanding balances and helping ensure items are properly cleared or escalated.
• Review invoice coding to help ensure expenses, fixed assets, maintenance costs, accruals, and other transactions are recorded appropriately.
• Assist with fixed asset review by identifying invoices that may have been incorrectly capitalized or expensed.
• Research general ledger activity to identify miscoded transactions, incorrect balances, or items requiring adjustment.
• Assist with AP-related month-end close activities, including accrual support, account reconciliations, and journal entry preparation.
• Prepare or support correcting entries related to AP, vendor activity, accruals, expense coding, or reconciliation cleanup.
• Maintain accurate vendor records and support vendor setup by ensuring required documentation is complete and accurate.
• Assist with 1099 tracking, year-end reporting support, and vendor compliance documentation.
• Support internal and external audit requests by gathering invoices, payment records, reconciliations, reports, and other AP documentation.
• Help document AP and accounting procedures, including SOPs, process steps, screenshots, and workflow instructions.
• Identify opportunities to improve AP processes, coding accuracy, reconciliations, documentation, and internal controls.
• Partner with accounting, operations, and other departments to resolve invoice, vendor, coding, or payment issues.
• Serve as a backup for AP and accounting-related functions as needed.
• Perform other duties and special projects as assigned.

Required Qualifications

• Minimum of 3–5 years of accounts payable, accounting, or related finance experience.
• High school diploma or GED required.
• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Strong understanding of full-cycle accounts payable processes.
• Working knowledge of general ledger coding, debits and credits, accruals, reconciliations, and AP-related month-end close activities.
• Ability to research invoice discrepancies, vendor balances, and general ledger detail.
• Proficiency in Microsoft Excel and Microsoft Office.
• Experience using accounting software, ERP systems, or AP automation platforms.
• Strong attention to detail and ability to process transactions accurately and efficiently.
• Ability to work independently, follow established procedures, and ask appropriate questions when issues arise.

Preferred Qualifications

• Experience with Tipalti or similar AP automation/payment platforms.
• Experience with ERP systems such as NetSuite, Oracle, SAP, Microsoft Dynamics, or similar platforms.
• Experience supporting account reconciliations, AP cleanup, fixed asset review, accruals, or journal entries.
• Experience documenting standard operating procedures or accounting workflows.
• Background in healthcare, medical, service-based, or multi-location environments.
• Familiarity with 1099 reporting requirements.
• Prior experience supporting process improvement or accounting cleanup projects.

Knowledge, Skills, and Abilities

• Strong understanding of invoice processing, payment processing, expense reports, vendor management, and AP controls.
• Ability to understand the accounting impact of invoice coding and payment activity.
• Strong analytical skills with the ability to research and resolve discrepancies.
• Solid understanding of debits, credits, general ledger activity, accruals, and reconciliations.
• High attention to detail with a focus on accuracy, completeness, and timeliness.
• Strong organizational skills and ability to manage multiple priorities.
• Ability to review data, identify issues, and follow transactions through to resolution.
• Strong written and verbal communication skills for vendor and internal department interactions.
• Ability to work cross-functionally with accounting, operations, and other business teams.
• Willingness to learn processes, document procedures, and support continuous improvement.
• Professional demeanor with a strong sense of confidentiality, ethics, and accountability.