Accounts Payable Specialist

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Title: Accounts Payable Specialist FSLA: Non-Exempt

Department: Finance Effective Date: 4/1/2025

Report to: Controller

Scheduled Work Times/Location

• Weekly Hours: 40 hours
• Weekday Hours: 8:30 AM to 5:00 PM
• Location: Avery Heights, Hartford, CT

Position Summary:

To provide an efficient means to accurately pay vendor invoices, to accurately record accounts payable transactions, and maintain appropriate documentation in a highly controlled manner. To apply reasonable and prudent judgment consistent with accounting policies, procedures and internal controls in carrying out the responsibilities of the position. All information concerning CHI is to be kept highly confidential. All actions taken must support CHI policies, procedures, and objectives, and protect CHI interests.

Essential Job Functions:

• Review all vouchers to ensure proper approval, timely submission and correct assignment of accounting month and account coding.
• Process approved vendor invoices and check requests for payment.
• Pay invoices when due in accordance with CHI and vendor payment terms.
• Submit positive pay files to the bank with each check run.
• Accurately record accounts for payable transactions in the general ledger.
• Collaborate with the Payroll Specialist to maintain deduction compliance. Remit approved unemployment assessments, garnishments, and benefit withholdings in a timely manner.
• Reconcile vendor statements and resolve any discrepancies with vendor(s).
• Prepare, distribute and file with the IRS timely and accurate 1099 forms.
• Provide prompt and courteous assistance to the vendor and department inquiries regarding invoice status and procedural issues.
• Adhere to record retention schedules; comply with destruction timelines and protocols.
• Perform varied clerical duties such as filing, copying, devising and updating of forms, memos and reports, as required and needed.
• Serve as support and alternate to the Payroll/Benefits Coordinator.
• Provide other assistance to the office as requested by the Controller.

Job Qualifications:

• Capacity to effectively utilize an automated accounting system
• Ability to perform basic math and written functions
• Excellent customer service and interpersonal skills
• Ability to work effectively under pressure
• Efficient and safe work habits
• Demonstrates initiative and adaptability
• Experience in automated accounts payable processing (highly desirable)
• Accounting office experience (highly desirable)
• Proficiency in PC worksheet skills (highly desirable)

Education:

• Minimum of a high school diploma and above average performance
• Associate's degree in accounting or computer science (desirable)

Benefits:

• A generous employee benefit package, including Health insurance, dental, vision, retirement, short- and-long term disability. Full-time employees receive PTO (paid time off) per year, plus 11 paid holidays.

Working Condition/Physical Demands:

• The position involves working in an office environment with standard office equipment. The role may require extended periods of sitting and computer use.
• The job requires the ability to perform repetitive tasks, such as data entry, and may involve occasional lifting of office supplies or documents weighing up to 20 pounds. Additional tasks associated with essential job functions may be required.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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