Accounts Payable Specialist, Senior (2026-2027)

SUMMARY

Under general supervision, plans, assigns, directs and reviews the work of assigned staff; and provides difficult, technical, complex or specialized financial, business and accounting office support; processes accounts payable invoices, reconciles vendor statements, reviews and enters data, processes transactions, verifies data integrity and ensures accuracy and timely payments.

ESSENTIAL FUNCTIONS

• Provides lead direction, training and work review to assigned staff; organizes and assigns work, sets priorities and follows-up to ensure coordination and completion of assigned work.
• Receives and verifies invoices for goods and services; ensures that the transactions comply with MPS financial policies, controls and procedures; verifies information with site/department that goods were received, or service was provided.
• Determines proper use of account codes, object codes, discount, and payment terms; processes invoices for payment.
• Reconciles monthly statements from vendors.
• Answers vendor inquiries in reference to payments, data, receipt of goods, etc.
• Maintains updated vendor files; establishes and maintains complex records/filing system of accounts payable vendor files and other financial records, including invoices for retrieval/review by auditors.
• Trains new and temporary personnel regarding accounts payable transactions.
• Supervises the weekly 3rd party payroll system; coordinates efforts with Payroll Unit to reconcile 3rd party vendor payments.
• Confirms accuracy of totals of invoices processed to totals paid to vendors; acts as back-up for maintaining spreadsheet compiling total invoice amounts processed on a daily basis; investigates discrepancies and make corrections as needed.
• Maintains files for independent contractors; monitors the payments to independent contractors so that payments and tax codes are accurate; continually compares total payment amounts made to contractors against the total amount of their contract to avoid overpayment.
• Verifies tax codes for contractors in preparing to process 1099s; matches and collates vendor numbers in the event there are duplicates; prepares 1099s for mailing; ensures that the paperwork related to the processing of 1099s is done in an accurate and timely manner.
• Performs investigative transactions to ensure that payments are processed within budget amounts and have proper approval.
• Prepares journal entries and /or uploads in SAP.

Strategic & Analytical Skills

• Root Cause Analysis: Investigate and resolve complex discrepancies (e.g., price variances, quantity mismatches, and shipping errors) without constant managerial oversight.
• Process Improvement: Evaluate current AP workflows and implement Lean/Agile methodologies to reduce processing times and operational costs.

Financial & Accounting

• End-to-End AP Mastery: Deep understanding of the entire procure-to-pay (P2P) cycle, including purchase orders, goods receipts, and invoice processing.
• Compliance & Controls: Enforce internal financial controls, ensure segregation of duties, and prevent fraudulent transactions or duplicate payments.
• Regulatory Knowledge: Adhere strictly to tax compliance, including understanding 1099 reporting requirements, sales and use tax, and cross-border payment regulations.

Communication & Relationship Management

• Vendor Relations: High-level negotiation and dispute resolution skills to handle complex vendor inquiries, maintain supply chain partnerships, and negotiate early payment discounts.
• Cross-Functional Collaboration: Act as a bridge between the finance department, procurement teams, and department heads to resolve budget or PO issues.

Advanced Technical & System Skills

• ERP Proficiency: Mastery of ERP systems such as SAP, Oracle, or Microsoft Dynamics 365 is essential.
• Automation: Manage and optimize automated AP workflows, including Optical Character Recognition (OCR) software, automated invoice matching (e.g., 3-way matching).
• Data Analytics: Utilize tools like Microsoft Excel (PivotTables, VLOOKUPs) or basic SQL/Power BI to audit spending, forecast cash flow, and track AP metrics (e.g., Days Payable Outstanding).

MINIMUM QUALIFICATIONS

• Education, Training and Experience Guidelines: High School Diploma/GED; AND four (4) years of Accounts Payable experience; OR an equivalent combination of education, training and experience as determined by Human Resources.
• Knowledge of:
• Basic supervisory principles and practices.
• Accounting and budgeting principles and methods, including grant fund and special fund procedures.
• Applicable policies, procedures and regulations covering specific areas of assignment.
• Principles and practices of auditing financial documents and records.
• Specialized MPS and state agency accounting software applications.
• Principles of record keeping and records management.
• Personal computers utilizing standard and specialized software applications.
• Skill in:
• Planning, directing and reviewing the work of others on a day-to-day basis.
• Instructing others in work procedures.
• Maintaining accurate accounting records, and identifying and reconciling errors.
• Analyzing and resolving varied financial office administrative problems.
• Organizing, researching and maintaining financial files.
• Reviewing financial documents for completeness and accuracy.
• Reviewing, posting, balancing and reconciling financial records.
• Performing mathematical calculations with skill and accuracy.
• Entering numerical data into a computer system with speed and accuracy.
• Establishing and maintaining effective working relationships with co-workers.
• Effective verbal and written communication.

LICENSE AND CERTIFICATION REQUIREMENTS

• A valid Minnesota State Driver’s License may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

• Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

ORGANIZATIONAL INFORMATION

• Bargaining Unit: AFSCME
• Grade: A17
• FLSA Status: Non-Exempt
• Job Group: Finance & Accounting
• Revised: April 26, 2017

Posting Notes

• [No Established Closing Date]
• Accounts Payable & Vendor Support (10000164)
• Davis Center (0001)
• Clerical