Accounts Payable Specialist

Codman Square Health Center is a Federally Qualified Health Center serving a diverse community in Dorchester, MA, and surrounding neighborhoods. CSHC offers a full continuum of services such as primary care, urgent care, behavioral health, care management, nutrition, family planning, optometry, dentistry, laboratory, pharmacy, radiology, and medical specialties including HIV care, substance use treatment, Hepatitis C, OB-GYN, Nephrology, and Cardiology alongside an on-site STI clinic.

CSHC is a teaching institution with academic affiliations at Boston University School of Medicine and Boston Medical Center, and a member of the Boston Accountable Care Organization. Our mission is to be our community's first choice for comprehensive, holistic, and integrated services, and to empower individuals to lead healthy lives and build thriving communities.

Position Summary:

The Accounts Payable Specialist is responsible for the accurate and timely processing of accounts payable transactions while ensuring compliance with organizational policies, grant requirements, and internal controls. This position manages vendor invoices, payment processing, expense reimbursements, and vendor relationships, while serving as a key user of Sage Intacct. The ideal candidate is detail-oriented, customer-focused, and experienced in a fast-paced healthcare, nonprofit, or federally funded environment.

Primary Responsibilities:

Accounts Payable Administration

· Process high-volume vendor invoices accurately and timely within Sage Intacct.

· Review invoices for proper coding, approvals, supporting documentation, and budget compliance.

· Match invoices to purchase orders and receiving documentation when applicable.

· Process weekly check runs, ACH payments, wire transfers, and other electronic payments.

· Maintain vendor records, including W-9 documentation, payment terms, and banking information.

· Review and reconcile vendor statements and resolve discrepancies.

· Monitor AP aging and communicate proactively regarding outstanding issues.

· Process employee expense reimbursements in accordance with organizational policy.

· Assist in month-end and year-end AP close activities.

· Prepare and maintain accrual schedules for unpaid invoices.

· Other duties and/or other departments/locations as applies.

Sage Intacct Administration

· Serve as a primary Sage Intacct user for accounts payable functions.

· Ensure invoices are coded accurately to general ledger accounts, departments, locations, and grants.

· Support workflow approvals and troubleshoot invoice-processing issues.

· Assist with vendor setup, reporting, and AP-related system maintenance.

· Generate AP reports and provide analysis to Finance leadership.

· Participate in system upgrades, process improvements, and implementation of additional Sage Intacct modules.

Grant and Program Accounting Support

· Ensure expenses are coded appropriately to grants, contracts, and funding sources.

· Review AP transactions for compliance with grant restrictions and funding requirements.

· Maintain supporting documentation required for federal, state, and private grants.

· Assist with grant audits and funding agency requests.

· Support Finance leadership in tracking grant expenditures and available funding.

· Vendor Management and Customer Service

· Serve as the primary contact for vendor inquiries.

· Resolve invoice, payment, and account discrepancies professionally and promptly.

· Maintain positive relationships with vendors and internal stakeholders.

· Respond to employee questions regarding reimbursement and payment status.

Compliance and Internal Controls

· Adhere to established internal control procedures and segregation of duties.

· Assist with annual financial statement audits and Single Audits.

· Maintain organized AP records and supporting documentation.

· Ensure compliance with organizational policies, grant requirements, and regulatory standards.