Ada Brand

Basic Function:  The Accounts Payable Specialist is responsible for processing invoices accurately and efficiently while ensuring timely submission to the Finance Department for payment. This position 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 day-to-day processing, the specialist will analyze invoice activity to identify trends, pricing variances, and opportunities for cost savings and operational efficiencies. This may include evaluating vendor utilization, identifying alternative service options, and recommending process improvements. The ideal candidate is detail-oriented, analytical, and comfortable translating 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 and On-Call Responsibilities:

Part-time. Remote. Monday – Friday, daytime hours with flexibility. No on-call responsibilities. No overnight travel.

Principal Duties/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 in a timely manner for payment processing
• Maintain organized electronic and/or paper filing systems for invoices and financial records
• Communicates 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 company policies, procedures, and deadlines
• Assist with monthly reconciliations and reporting as requested
• Maintain confidentiality of financial and organizational information
• Coordinating reimbursements for staff expenses
• Supporting grant or contract documentation if applicable

• Studies and standardized procedures to improve efficiency
• Identifies discrepancies in billing and instances where fees or charges were increased without proper notice

• Attends meetings and participates in special projects, committees, and teams related to payable issues as needed
• Performs other related duties as assigned.

Non-essential duties

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
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and meet deadlines
• Proficient in Microsoft Office, particularly Excel and Outlook
• Experience with DocuSign software preferred
• Experience with accounting or financial software preferred
• Strong written and verbal communication skills
• Ability to work independently and collaboratively within a team environment

Additional Qualifications:

• Able to exercise leadership, provide directions and guidance, and present a positive image at internal and external meetings, trainings, activities, and events.
• Willingness to foster agency, department, and program-wide cooperation and teamwork through the use of positive/constructive communication techniques.
• Have a strong passion for working with and helping people in need.
• Strong organizational skills and ability to manage multiple tasks.

Mental/Physical/Environmental Demands:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Have the 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. While performing the duties of this job, the employee is regularly required to stand and talk or hear. The employee is frequently required to walk and use hands to finger, handle, or feel objects, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write reports, business correspondence, and procedure manuals.

Ability to effectively present information and respond to questions from groups of managers, clients, and employees.

Ability to calculate figures, rates, ratios, and amounts such as discounts, interest, commissions, proportions, and percentages.

Environmental Conditions: The noise level in the work environment is typically moderate; work is performed primarily indoors, but it occasionally requires exposure to outside weather conditions.

 

This description outlines the general job content and requirements.  It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.  The principal duties and responsibilities shown are all essential job functions except for those indicated with an asterisk (*). The requirements listed above represent the knowledge, skills, and/or abilities required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.