Accounting Specialist

CORE COMPETENCIES

• Accounts Payable Accuracy & Control-Processes invoices and payments accurately, verifies required approvals and support, and follows established disbursement controls.

• Attention to Detail & Organization-Manages recurring payment and close deadlines while maintaining complete, well-organized documentation.

• Analytical Problem Solving-Researches invoice, vendor, payment, system, and reconciliation issues and follows items through resolution.

• Process Improvement & Efficiency-Identifies opportunities to improve invoice workflows, payment processes, reconciliations, and supporting documentation.

• Cross-Functional Collaboration-Works effectively with Accounting, Finance, Human Resources, approvers, and operational partners to resolve questions and support timely processing.

• Customer & Vendor Focus-Provides responsive, professional, and solution-oriented support to internal stakeholders and vendors.

• Integrity & Accountability-Handles confidential financial and banking information responsibly, follows established controls, and takes ownership of assigned deliverables.

ESSENTIAL DUTIES & RESPONSIBILITIES

Accounts Payable & Vendor Administration

• Process vendor invoices and credit memos, including review of supporting documentation, accounting coding, and required approvals.

• Monitor invoices through the approval workflow and follow up with approvers to support timely processing and payment.

• Maintain vendor records and coordinate the collection and validation of required vendor documentation and payment information in accordance with company controls.

• Research and resolve invoice discrepancies, duplicate invoices, vendor statement differences, credit balances, and other accounts payable issues.

• Coordinate with business partners to determine appropriate accounting treatment and coding for routine invoices and expenses.

Payment Processing & Cash Disbursements

• Prepare regular payment runs and supporting schedules for review and approval.

• Process approved ACH, wire, check, and other electronic payments in accordance with established authorization requirements.

• Coordinate special and time-sensitive disbursements, including approved payroll funding and other corporate payment requests.

• Monitor rejected, returned, voided, or otherwise unsuccessful payments and coordinate timely resolution.

• Maintain complete payment support, approval evidence, and payment confirmations.

Expense, Credit Card & Refund Activity

• Process and reconcile employee expense reimbursement activity and support resolution of incomplete or exception items.

• Prepare assigned credit card accruals and reconcile related transactions and supporting documentation.

• Process approved patient or customer refunds and maintain appropriate support for returned or rejected payments.

• Assist internal stakeholders with invoice, reimbursement, and payment-status questions.

General Ledger & Month-End Close

• Confirm accounts payable activity is complete for the period and perform assigned AP close procedures within established deadlines.

• Prepare accounts payable accruals for invoices or obligations not yet recorded in the general ledger.

• Prepare and post assigned recurring and nonrecurring journal entries, including clearing, accrual, reclassification, and expense-related entries.

• Reconcile bills and payments between the accounts payable platform and the general ledger and investigate synchronization or posting differences.

• Maintain assigned general ledger accounts and investigate unusual transactions, variances, or aged reconciling items.

Account Reconciliations & Financial Accuracy

• Prepare assigned balance sheet and cash-related reconciliations, including accounts payable clearing and other assigned accounts.

• Research reconciling items and coordinate timely correction or resolution of discrepancies.

• Review transaction detail for completeness, accuracy, cutoff, and proper account and department classification.

• Maintain organized schedules and supporting documentation for reconciliations, journal entries, and close activities.

Audit, Compliance & Internal Controls

• Support internal and external audit requests by gathering invoices, approvals, payment evidence, reconciliations, and other documentation.

• Apply company accounting policies and established internal controls to invoice processing, vendor maintenance, payments, and close activities.

• Protect confidential vendor, employee, customer, and banking information and promptly escalate unusual or potentially fraudulent payment requests.

• Assist with periodic review and documentation of accounts payable procedures and controls.

Systems, Process Improvement & Cross-Functional Support

• Use the company ERP, accounts payable automation platform, expense system, banking portals, and Microsoft Excel to perform assigned responsibilities.

• Monitor interfaces and transaction flow between accounts payable systems and the general ledger and assist with resolution of system exceptions.

• Identify opportunities to streamline recurring accounts payable and accounting tasks, improve documentation, and strengthen accuracy and efficiency.

• Participate in accounting system implementations, data validation, workflow updates, and other special projects as assigned.

EDUCATION & EXPERIENCE

Required

• Associate degree in Accounting, Finance, Business Administration, or a related field, or equivalent relevant experience.

• Prior accounts payable, accounting, or related transaction-processing experience preferred; relevant education, internships, or comparable experience may be considered.

• Working knowledge of accounts payable processes, general ledger coding, accrual accounting, reconciliations, and period-end cutoff.

• Experience processing invoices and payments and maintaining supporting documentation in a controlled environment.

• Proficiency in Microsoft Excel, including formulas, lookups, filters, and pivot tables.

• Ability to manage recurring deadlines, maintain accuracy, exercise sound judgment, and work with confidential financial information.

Preferred

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field.

• Experience with NetSuite, Tipalti, Concur, or comparable ERP, accounts payable automation, and expense-management systems.

• Healthcare, medical device, manufacturing, or multi-entity accounting experience.

• Experience supporting month-end close, external audits, and internal control documentation.

• Experience improving accounts payable workflows, payment processes, or reconciliation procedures.