Overview
The Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of vendor and consultant payments, expense reports, and related documentation within the Financial Operations department. This role supports the integrity of financial operations by ensuring efficient payment workflows, strong documentation practices, and adherence to internal controls and government contracting requirements. The position also contributes to process improvement and system efficiency, including the use of automation and AI tools to streamline recurring tasks.
Responsibilities
- Process vendor and consultant invoices promptly and accurately
- Ensure proper coding, approvals, and supporting documentation for payments
- Execute ACH payments and maintain payment schedules
- Process and reconcile employee expense reports, ensuring compliance with company policies and federal guidelines
- Identify and resolve discrepancies in expense reports and payments
- Maintain organized, complete, and audit-ready accounts payable documentation
- Adhere to internal controls and approval workflows
- Serve as primary contact for vendor payment inquiries and communicate payment status, missing documentation, or discrepancies professionally
- Identify inefficiencies in accounts payable processes and support improvements in payment timelines, documentation consistency, and workflow clarity
- Utilize Costpoint for invoice entry, payment processing, and data validation
- Maintain accuracy of vendor records and coding structures
- Use AI tools to draft vendor communications, organize and summarize documentation, and streamline repetitive workflows
- Support adoption of efficient tools and processes
- Collaborate with Senior Accounting Coordinator, Accounting Manager, payroll, and operations teams to support broader financial operations as needed
Key Competencies
- Strong attention to detail and accuracy
- Understanding of accounts payable processes and internal controls
- Ability to manage high-volume transactions consistently
- Strong organizational and documentation skills
- Effective written and verbal communication skills
- Basic understanding of accounting principles; GAAP exposure preferred
- Proficiency in Excel and accounting systems; Costpoint experience preferred
- Willingness to learn and adopt new tools such as AI and automation
Requirements
- Bachelor's degree in Accounting preferred
- Associate's degree in Accounting acceptable only if accompanied by:
- Minimum 2+ years of Costpoint-specific accounts payable experience
- 2-3 years of government contracting accounting and accounts payable experience
- Experience with Costpoint or similar ERP system (non-negotiable)
- Experience in a government contracting environment preferred
Physical Demands and Working Conditions
- Requires sitting, standing, and bending
- Normal range of hearing and vision required
Location
Not specified