Accounts Payable Specialist

• Monitor the payables email inbox and physical mail, ensuring invoices are entered accurately and timely on behalf of customers, and expedite entry or alert customers in urgent situations.

• Process vendor address, phone, and email updates from vendor/customer notifications, returned mail, and review of recent invoices; update vendors' invoice routing methods for correct, efficient handling.

• Reconcile vendor statements to the vendor's payables records, ensuring all credits and adjustments are accurately entered.

• Research and reconcile payables issues, including payment adjustments, voids, stop payments, and re-issues, and resolve uncleared or unclaimed vendor payments with the vendor and/or customer.

• Communicate with payables vendors on invoices and payments, and negotiate disconnection of services and late fees on behalf of a customer.

• Obtain W-9s from vendors where necessary and take appropriate action to ensure accurate 1099 processing.

• Enter and oversee customer account receivables, ensuring accurate records and timely follow-up.

• Process physical check payments accurately and timely, including managing lost and misposted payments, and scan and process remote deposits for timely financial reporting.

• Handle customer fund transfers, and monitor, approve, and issue refunds in accordance with company policies.

• Maintain accurate, up-to-date financial records for each customer, ensuring transactions are properly categorized and documented.

• Enter and edit customer budgets and monitor activity against them.

• Reconcile accounts and resolve discrepancies to keep customer books balanced and audit-ready.

• Assist with the creation and management of customer contracts.

• Process user archive requests and administer product administrator permissions to ensure proper access control across partnerships.

• Maintain and update customer membership rosters and manage database tasks for membership records, ensuring all data is accurate and timely.

• Foster and maintain strong relationships with customers and vendors.

• Assist co-workers with client questions and problem-solving, provide feedback and solutions on bookkeeping/payables/receivables services, and identify and report training gaps when needed.

• Assist with administrative tasks, including collecting, sorting, and distributing incoming mail and preparing outgoing mail.

• Comply with all company, divisional, and departmental policies and procedures, and protect confidential information.

• Represent the company to clients and the public, manage time-sensitive tasks daily, and contribute to departmental and company goals.

• Other duties as required.

• High attention to detail and accuracy in financial recordkeeping, with a positive attitude toward learning new skills and systems.
• Strong organizational and time management skills, with the ability to prioritize and manage multiple projects simultaneously.
• Excellent verbal, written, and interpersonal communication skills.
• Strong decision-making skills, particularly in relation to financial processes and customer service.
• Ability to work independently and collaboratively within a team; self-motivated, adaptable, and agile in adjusting to evolving needs.
• Associate's Degree or higher in a business-related field of study.
• Prior experience in bookkeeping, accounts payable, and/or accounts receivable, and familiarity with bookkeeping or accounting software.
• Microsoft Office proficiency (Outlook, Excel, SharePoint, Teams, etc.) and comfort working within a hybrid, technology-forward environment.

Demonstrates expertise in financial recordkeeping, including accounts payable and receivable processes, while maintaining high attention to detail and accuracy. Proficient in managing vendor…