AP Specialist - Vendor Maintenance

Harris County, the third most populous county in the nation, provides an array of critical services to its community, including public health initiatives, disaster recovery efforts, toll road management, flood mitigation, and justice administration. The Harris County Auditor's Office plays an essential role in supporting these services by overseeing the financial operations of over 90 departments.

About the Role

As an Accounts Payable Specialist, you will play an integral role in maintaining the integrity, compliance, timeliness, and accuracy of vendor data in the County that works with thousands of vendors throughout the year. This role demands flexibility to multitask, problem-solving skills, a commitment to accuracy under pressure, and an ability to maintain professionalism in challenging situations. The Accounts Payable department processes 1,500–2,000 claims daily—over 30,000 payments monthly—requiring an AP Specialist who values accuracy, efficiency, and exceptional customer service. While not a processor, this role makes hundreds of vendor updates monthly.

Responsibilities

• Serving as the general first point of contact when vendors seek to modify their profile (such as bank account information, address, name changes, etc.).
• Ensuring all necessary documentation (e.g., valid W-9, proper banking information, voided checks) is made available to Purchasing for all new vendors being set up.
• Returning problematic documentation to vendors and assisting them with completion by pointing out deficiencies.
• Conducting a monthly review of all new and modified vendor profiles to ensure proper documentation is on file, and the vendor's information is accurate about remittance address, reporting status, etc.
• Performing calendar year-end tasks related to vendor maintenance in preparation for 1099 reporting, including the bulk e-Serve verification of all active vendors.
• Escalating critical issues surrounding vendor setups/changes to management when solutions are not easily reached.

Requirements

• A high school diploma or equivalent.
• One to three (1-3) years of experience in vendor/supplier management, purchasing, or a high-volume accounts payable invoicing environment.
• Thorough understanding of the full cycle AP process and 1099 payment reporting requirements.
• Proficiency in Microsoft Office, particularly Microsoft Excel.

Skills

• Accuracy and Attention to Detail: Crucial for maintaining the integrity, compliance, timeliness, and validity of vendor data.
• Strong Communication Skills: Excellent verbal, listening, and written communication skills are required. The role involves being a primary point of contact for vendor data with diverse stakeholders, including external and internal business partners.
• Organizational Skills: The ability to plan and organize multiple tasks simultaneously is needed for managing a complex workload with many moving parts.
• Problem-Solving & Analytical Skills: Above-average problem-solving, critical thinking, and analytical skills are beneficial.
• Technical Proficiency: Experience with PeopleSoft or similar ERP systems is a significant plus.
• Customer Service Focus: A commitment to customer service is essential, including interacting with current and future vendors, responding to inquiries, assisting with documentation, and ensuring their accounts are set up correctly so they are eligible to receive payments.
• Adaptability and Flexibility: Willingness to work independently and as part of a team, adapting to the office environment, work schedule, and assignments.
• Reliability and Consistency: Regular and predictable attendance is required.

Preferences

• Working knowledge of 1099 payment reporting requirements and processes.

Benefits

• Competitive Pay: Up to $59,000, based on experience.
• Comprehensive Benefits: Including a zero-premium medical plan for employees, with affordable coverage options for spouses and dependents.
• Outstanding Retirement Plan.
• Paid Parental Leave: Up to 12 weeks.
• Generous Paid Time Off: Vacation, sick leave, 11 paid holidays, and 1 floating holiday.
• Subsidized Transit/Commute Assistance.
• Prime Downtown Location: Newly renovated office in the heart of Downtown Houston.
• Professional Development: Opportunities for growth and skill-building.
• Public Service Loan Forgiveness (PSLF) Qualifying Employer.
• Corporate Discounts and Memberships.

Schedule

• Monday–Friday, 40 hours/week.
• May be required to work more than forty hours during the workweek or on weekends when special projects need to be completed, or deadlines need to be met.

Work Environment

Physical requirements include sitting for extended periods, lifting and pushing/pulling up to 40 lbs.