Accounts Payable Specialist

Job Description

Job Description

Description :

The Accounts Payable Specialist is responsible for managing and processing the organization’s accounts payable transactions, as well as acting as a representative payee for individuals who require assistance with financial management. This role ensures timely and accurate payment of invoices, maintains financial records, and supports individuals in managing their funds according to regulatory guidelines. This role ensures that all payments are completed accurately and efficiently, while maintaining compliance with the company’s financial policies and regulatory requirements.

ESSENTIAL RESPONSIBILITIES

Role responsibilities include but are not limited to the following :

• Process and verify invoices and payment requests.
• Receive, review, and process vendor invoices for goods and services.
• Ensure invoices are properly coded, approved, and entered into the accounting system.
• Match invoices with purchase orders and receiving reports.
• Prepare and process payments, including checks, ACH transfers, and wire transfers.
• Monitor accounts to ensure payments are up-to-date and avoid late fees.
• Reconcile accounts payable transactions and resolve discrepancies.
• Process personnel expense reimbursements in a timely manner.
• Maintain and update vendor records, including contact information and payment terms.
• Communicate with vendors regarding payment status, discrepancies, and account inquiries.
• Prepare and maintain accounts payable reports, including aging reports.
• Develop and maintain strong relationships with vendors to ensure smooth transactions.
• Assist with month-end and year-end closing procedures.
• Manage and oversee client funds in accordance with Social Security Administration (SSA) and other regulatory guidelines.
• Ensure that client funds are used for essential needs such as housing, utilities, and personal care.
• Maintain accurate records of all financial transactions and account balances for individuals.
• Prepare and submit financial reports and documentation as required by regulatory agencies.
• Communicate with individuals and relevant agencies to address financial issues and concerns.
• Monitor and review new client budgets and spending plans to ensure compliance with guidelines.
• Provide excellent customer service to vendors, individuals, and internal staff.
• Address and resolve any issues or concerns related to payments or client funds promptly.
• Ensure compliance with organizational policies, as well as local, state, and federal regulations.
• Maintain confidentiality of financial information and client details.
• Identify opportunities to improve accounts payable processes and contribute to implementing new procedures or systems that enhance efficiency.
• Work closely with the purchasing department, other finance team members, and department managers to resolve issues related to invoices and payments.
• Adheres to agency policies and procedures; follows and supports agency mission, vision, and values.
• Other duties as assigned.

Requirements :

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position. This job description may be changed at any time and does not constitute a contract or agreement.