Accounting Specialist

CORE COMPETENCIES Accounts Payable Accuracy & Control- Processes invoices and payments accurately, verifies required approvals and support, and follows established disbursement controls. Attention to Detail & Organization- Manages recurring payment and close deadlines while maintaining complete, well-organized documentation. Analytical Problem Solving- Researches invoice, vendor, payment, system, and reconciliation issues and follows items through resolution. Process Improvement & Efficiency- Identifies opportunities to improve invoice workflows, payment processes, reconciliations, and supporting documentation. Cross-Functional Collaboration- Works effectively with Accounting, Finance, Human Resources, approvers, and operational partners to resolve questions and support timely processing. Customer & Vendor Focus- Provides responsive, professional, and solution-oriented support to internal stakeholders and vendors. Integrity & Accountability- Handles confidential financial and banking information responsibly, follows established controls, and takes ownership of assigned deliverables. ESSENTIAL DUTIES & RESPONSIBILITIES Accounts Payable & Vendor Administration Process vendor invoices and credit memos, including review of supporting documentation, accounting coding, and required approvals. Monitor invoices through the approval workflow and follow up with approvers to support timely processing and payment. Maintain vendor records and coordinate the collection and validation of required vendor documentation and payment information in accordance with company controls. Research and resolve invoice discrepancies, duplicate invoices, vendor statement differences, credit balances, and other accounts payable issues. Coordinate with business partners to determine appropriate accounting treatment and coding for routine invoices and expenses. Payment Processing & Cash Disbursements Prepare regular payment runs and supporting schedules for review and approval. Process approved ACH, wire, check, and other electronic payments in accordance with established authorization requirements. Coordinate special and time-sensitive disbursements, including approved payroll funding and other corporate payment requests. Monitor rejected, returned, voided, or otherwise unsuccessful payments and coordinate timely resolution. Maintain complete payment support, approval evidence, and payment confirmations. Expense, Credit Card & Refund Activity Process and reconcile employee expense reimbursement activity and support resolution of incomplete or exception items. Prepare assigned credit card accruals and reconcile related transactions and supporting documentation. Process approved patient or customer refunds and maintain appropriate support for returned or rejected payments. Assist internal stakeholders with invoice, reimbursement, and payment-status questions. General Ledger & Month-End Close Confirm accounts payable activity is complete for the period and perform assigned AP close procedures within established deadlines. Prepare accounts payable accruals for invoices or obligations not yet recorded in the general ledger. Prepare and post assigned recurring and nonrecurring journal entries, including clearing, accrual, reclassification, and expense-related entries. Reconcile bills and payments between the accounts payable platform and the general ledger and investigate synchronization or posting differences. Maintain assigned general ledger accounts and investigate unusual transactions, variances, or aged reconciling items. Account Reconciliations & Financial Accuracy Prepare assigned balance sheet and cash-related reconciliations, including accounts payable clearing and other assigned accounts. Research reconciling items and coordinate timely correction or resolution of discrepancies. Review transaction detail for completeness, accuracy, cutoff, and proper account and department classification. Maintain organized schedules and supporting documentation for reconciliations, journal entries, and close activities. Audit, Compliance & Internal Controls Support internal and external audit requests by gathering invoices, approvals, payment evidence, reconciliations, and other documentation. Apply company accounting policies and established internal controls to invoice processing, vendor maintenance, payments, and close activities. Protect confidential vendor, employee, customer, and banking information and promptly escalate unusual or potentially fraudulent payment requests. Assist with periodic review and documentation of accounts payable procedures and controls. Systems, Process Improvement & Cross-Functional Support Use the company ERP, accounts payable automation platform, expense system, banking portals, and Microsoft Excel to perform assigned responsibilities. Monitor interfaces and transaction flow between accounts payable systems and the general ledger and assist with resolution of system exceptions. Identify opportunities to streamline recurring accounts payable and accounting tasks, improve documentation, and strengthen accuracy and efficiency. Participate in accounting system implementations, data validation, workflow updates, and other special projects as assigned. EDUCATION & EXPERIENCE Required Associate degree in Accounting, Finance, Business Administration, or a related field, or equivalent relevant experience. Prior accounts payable, accounting, or related transaction-processing experience preferred; relevant education, internships, or comparable experience may be considered. Working knowledge of accounts payable processes, general ledger coding, accrual accounting, reconciliations, and period-end cutoff. Experience processing invoices and payments and maintaining supporting documentation in a controlled environment. Proficiency in Microsoft Excel, including formulas, lookups, filters, and pivot tables. Ability to manage recurring deadlines, maintain accuracy, exercise sound judgment, and work with confidential financial information. Preferred Bachelor's degree in Accounting, Finance, Business Administration, or a related field. Experience with NetSuite, Tipalti, Concur, or comparable ERP, accounts payable automation, and expense-management systems. Healthcare, medical device, manufacturing, or multi-entity accounting experience. Experience supporting month-end close, external audits, and internal control documentation. Experience improving accounts payable workflows, payment processes, or reconciliation procedures.