Overview
The Accounts Payable Specialist is responsible for accurately and efficiently processing invoices and ensuring their timely submission to the Finance Department for payment. This role supports daily financial operations by maintaining organized records, verifying invoice details, and assisting with vendor communication to ensure compliance with organizational policies and procedures.
In addition to routine processing, the specialist analyzes invoice activity to identify trends, pricing variances, and opportunities for cost savings and operational efficiencies. This includes evaluating vendor utilization, identifying alternative service options, and recommending process improvements. The ideal candidate is detail-oriented, analytical, and able to translate invoice data into actionable insights and recommendations for department leaders.
Reporting Relationship
- Reports to: Vice President of Community Day Services (CDS) & Supportive Employment Programs (SEP)
- Supervises: None
Schedule
- Part-time
- Remote
- Monday to Friday, daytime hours with flexibility
- No on-call responsibilities
- No overnight travel
Responsibilities
- Receive, review, and process invoices for accuracy and completeness
- Verify coding, approvals, and supporting documentation prior to submission
- Submit invoices to the Finance Department promptly for payment processing
- Maintain organized electronic and/or paper filing systems for invoices and financial records
- Communicate with vendors and internal departments regarding invoice discrepancies or missing information
- Track invoice status and follow up on outstanding items as needed
- Ensure compliance with organizational policies, procedures, and deadlines
- Assist with monthly reconciliations and reporting as requested
- Maintain confidentiality of financial and organizational information
- Coordinate reimbursements for staff expenses
- Support grant or contract documentation if applicable
- Study and standardize procedures to improve efficiency
- Identify discrepancies in billing and instances where fees or charges were increased without proper notice
- Attend meetings and participate in special projects, committees, and teams related to payable issues as needed
- Perform other related duties as assigned
Qualifications
Education & Experience
- High school diploma or equivalent required; associate degree in accounting, finance, or business preferred
- Previous accounts payable, bookkeeping, or administrative experience preferred
- Proficient in Microsoft Office, particularly Excel and Outlook
- Experience with DocuSign software preferred
- Experience with accounting or financial software preferred
Skills & Abilities
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks and meet deadlines
- Strong written and verbal communication skills
- Ability to work independently and collaboratively within a team environment
- Able to exercise leadership, provide direction and guidance, and present a positive image at meetings, trainings, and events
- Willingness to foster cooperation and teamwork through positive and constructive communication
- Strong passion for working with and helping people in need
Mental, Physical, and Environmental Demands
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
- Ability to deal with problems involving several concrete variables in standardized situations
- Ability to read and comprehend instructions, correspondence, and memos
- Ability to write correspondence and reports
- Regularly required to stand, talk, or hear
- Frequently required to walk and use hands to finger, handle, or feel objects, and reach with hands and arms
- Occasionally lift and/or move up to 25 pounds
- Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus
- Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, and governmental regulations
- Ability to calculate figures, rates, ratios, and amounts such as discounts, interest, commissions, proportions, and percentages
- Environmental conditions: typically moderate noise level; work performed primarily indoors with occasional exposure to outside weather conditions
This description outlines the general job content and requirements and is not an exhaustive statement of duties, responsibilities, or requirements. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.