Accounts Payable Specialist

About the role

The Accounts Payable Specialist plays a crucial role in ensuring the smooth operation of Vista Community Clinic's financial processes. This position is essential for maintaining accurate and timely processing of vendor invoices, supporting vendor account management, and enhancing professional growth through ongoing learning and development.

Responsibilities

• Review, code, verify, and accurately enter accounts payable transactions into the ERP system.
• Process credit memos, debit memos, voided checks, and other AP adjustments within the accounting system as required.
• Prepare manual checks as needed, maintain accurate check logs, and record manual payment information in the accounting system.
• Distribute checks and payment documentation to vendors and appropriate internal staff in accordance with established procedures.
• Ensure all invoices, payments, and disbursement activities are properly reviewed, approved, and processed in compliance with organizational policies and internal controls.
• Collaborate with internal departments to resolve invoice coding questions, including proper classification of grant-related expenditures.
• Communicate with vendors to research and resolve invoice discrepancies, payment inquiries, and account issues.
• Maintain accurate electronic records of vendor invoices, payment documentation, and related AP files.
• Aid in maintaining efficient and accurate AP processes while adhering to established deadlines and procedures.
• Enhance professional growth and development through participation in training programs, educational opportunities, current accounting practices, and departmental meetings.

Requirements

• Minimum High school graduate or equivalent.
• Minimum 3 years' experience in Accounts Payable.
• Preferred Bachelor’s degree in Accounting, Finance, or a related field.

Skills

• Knowledge of accounting principles, accounts payable procedures, and Generally Accepted Accounting Principles (GAAP).
• Proficiency in Microsoft Office Suite, including Excel, spreadsheets, word processing applications, and other accounting-related software systems.
• Strong computer skills with the ability to learn and effectively utilize ERP systems, financial software, and other technology platforms.
• Familiarity with business email systems, communication tools, and internet-based resources.
• Ability to operate a 10-key calculator accurately and efficiently.
• Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with vendors, patients/clients, providers, and internal staff.
• Ability to collaborate and interact professionally with individuals at all levels of the organization, including people from diverse social, cultural, and ethnic backgrounds and within the requirements of government-funded programs.
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
• Ability and willingness to comply with organizational policies and procedures, including attendance, punctuality, and professional dress standards.
• Excellent customer service skills with a commitment to providing responsive, accurate, and high-quality service to internal and external stakeholders.