Accounts Payable Specialist

Primary Accountabilities:

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, reimbursements, and disbursements. This position ensures compliance with institutional purchasing policies, accounting standards, and internal controls. Duties are limited to accounts payable and vendor-related functions and do not include student billing, receipting, or management of student accounts.

Primary Responsibilities:

• Review, code, and enter vendor invoices into the financial system.
• Verify approvals, supporting documentation, and compliance with institutional purchasing policies.
• Communicate with vendors and internal departments to resolve invoice discrepancies.
• Monitor and respond to vendor inquiries through the accounts payable email inbox.
• Prepare invoices and documentation for scheduled payment runs.
• Review payment batches and verify check and electronic funds transfer (EFT) details prior to release.
• Reconcile accounts payable transactions to the general ledger.
• Assist with weekly cash disbursement reporting.
• Support month-end close activities, including review of outstanding invoices and accruals.
• Assist with 1099 tracking, documentation, and reporting requirements.
• Provide invoice and payment documentation in support of audits as requested.
• Maintain vendor master files and ensure required tax and compliance documentation is current.
• Maintain accurate and organized electronic records for invoices and disbursements.
• Perform other duties as assigned by CFO/Administration.

Qualifications

• Associate’s degree in business, accounting or other related field preferred.
• Minimum of two (1) years’ experience in an administrative support or business office/accounting role required, ideally with exposure to testing or proctoring environments.
• Demonstrable commitment and ability to learning new business office technologies and software. 
• Excellent interpersonal skills working with various stakeholders including, students, staff, visitors, and vendors.
• Excellent, demonstrated oral and written communication skills.
• Self-motivated and able to work independently as well as in a collaborative environment.
• Ability to maintain confidentiality.
• Highly organized and accurate with great attention to detail.
• Ability to manage multiple projects and adhere to strict deadlines and operational standards.

Physical Demands

• Ability to sit or stand for extended periods of time.
• Ability to read screens and print materials, and communicate effectively via email, in-person and on the phone.
• Ability to lift and move supplies up to twenty-five (25) lbs.
• Ability to work occasional evenings and attend events as required.

Work Environment

• Professional and deadline-oriented educational environment.

• Frequent interactions with students, faculty, staff, clinical partners and community members.