Accounts Payable Specialist  

 

Role Overview:

The Accounting Specialist is responsible for managing the full-cycle accounts payable function while providing essential daily, monthly, and annual support to the Finance & Accounting department. This role serves as the primary coordinator of vendor management, expense processing, and compliance reporting, while actively assisting with general ledger reconciliations, month-end closing, and the corporate budgeting process.

Key Accountabilities:

Measured By:

Accuracy and Controls
  • Accuracy and completeness of payment batches, vendor records, reconciliations, journal entries, and compliance filings.
  • Compliance with approval, documentation, and segregation-of-duties requirements.
  • Timely identification and resolution or escalation of discrepancies.

Timeliness
  • Completion of payment cycles, account reconciliations, close assignments, compliance filings, and budget uploads by established deadlines.
  • Timely response to internal and external requests.

Service and Collaboration
  • Professional communication with employees, vendors, auditors, and other stakeholders.
  • Effective coordination with Finance & Accounting team members and department budget owners.
  • Contribution to shared department priorities, constructive response to changing needs, and support of colleagues in meeting departmental deadlines.

Process Stewardship
  • Maintenance of current process documentation.
  • Timely resolution or escalation of AP system, vendor, and interface issues.
  • Identification of appropriate process and control improvements.

Responsibilities:

Full-Cycle Accounts Payable

  • Payment Processing: Prepare and verify EFT/ACH files and check runs for properly approved corporate expenses. Submit payment batches for review and release in accordance with established authorization limits and segregation-of-duties controls.
  • AP Systems Administration: Serve as the Finance & Accounting department’s primary AP administrator for Sage Intacct and Concur, including coordinating and implementing approved user-access changes, data imports and exports, interface monitoring, employee expense report administration, and vendor master maintenance. Coordinate technical or security-related issues with management, IT, and system providers.
  • Vendor Administration: Coordinate vendor onboarding; obtain and review required tax and payment documentation; maintain vendor master records; validate requested banking and address changes in accordance with established controls; and support periodic vendor file reviews.
  • Tax Information Reporting: Administer annual Forms 1099 reporting, including vendor tax data review, reportable payment analysis, preparation and distribution of recipient forms, electronic filing, and correction processing, subject to management review.
  • Unclaimed Property: Coordinate unclaimed-property research, due-diligence notices, reporting, remittance, and account reconciliation in accordance with applicable requirements.
  • Transaction Controls: Review invoices, payment documentation, general-ledger coding, capitalization treatment, and approvals for compliance with established policies and internal controls.
  • Cash Management Support: Monitor bank balances and anticipated disbursement requirements, prepare daily or periodic cash requirements information, and coordinate required funding or transfer requests with authorized management personnel.

General Accounting:

  • Journal Entries: Prepare supporting calculations and documentation for assigned recurring and nonrecurring journal entries and post entries following required review and approval.
  • Account Reconciliations: Prepare timely reconciliations of assigned balance-sheet accounts and related subledgers, investigate reconciling items, and maintain appropriate supporting documentation.
  • Month-End Close: Complete assigned month-end and year-end close activities accurately and within established deadlines.
  • Audit Support: Gather, organize, and provide requested documentation for internal audits, external audits, and Department of Insurance examinations.

Budget

  • Budget Calendar and Data Administration: Maintain and communicate deadlines for the annual budget and periodic forecasting processes. Compile, allocate, validate, and enter approved department-level budget and forecast data into the budgeting system.
  • Budget Reporting: Assist with monthly budget-to-actual reporting and compile, analyze, and draft variance explanations for management and board-reporting purposes.

Compliance, Controls, and Special Projects

  • Comply with applicable company policies and relevant legal, regulatory, accounting, and financial-reporting requirements.
  • Research routine accounting procedure questions; elevate complex policy or regulatory matters to management; document assigned business processes and management-approved accounting policies; and recommend improvements to workflows and internal controls.
  • Safeguard confidential financial, employee, banking, tax, and vendor information in accordance with company policies.
  • Participate in department and corporate initiatives and perform other job-related duties or special projects as assigned.

Qualifications:

Required

  • Five or more years of related accounting experience, including full-cycle accounts payable and general ledger support.
  • Strong attention to detail and demonstrated ability to produce accurate, well-supported accounting work.
  • Advanced proficiency in Microsoft Excel.
  • Experience using an ERP or cloud-based accounting system.
  • Demonstrated ability to manage recurring deadlines accurately and independently.
  • Strong written and verbal communication skills, with the ability to work effectively with employees, vendors, auditors, and other stakeholders.

Preferred

  • Bachelor’s degree in accounting, finance, or a related field.
  • Sage Intacct and Concur experience.
  • Insurance-industry experience.
  • Experience with Forms 1099, unclaimed property, and sales/use tax reporting
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