AP Specialist - Vendor Maintenance

Join Our Team as an AP Specialist – Vendor Maintenance!

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 multi-task, 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.

• Serving as the general first point of contact when vendors seek to modify their profile (e.g., bank account information, address, name changes, etc.).
• Ensuring all necessary documentation (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 vendors’ information is accurate with regards to 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 set ups/changes to management when solutions are not easily reached.

• 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.

• Accuracy and attention to detail: critical for maintaining vendor data integrity.
• Strong communication skills: excellent verbal, listening, and written communication; primary point of contact for vendor data with internal and external stakeholders.
• Organizational skills: ability to plan and organize multiple tasks simultaneously.
• Problem‑solving & analytical skills: above‑average problem‑solving, critical thinking, and analytical skills.
• Technical proficiency: experience with People Soft or similar ERP systems (significant plus).
• Customer service focus: commitment to customer service; interacting with vendors and ensuring their accounts are set up for payments.
• Adaptability and flexibility: willingness to work independently, as part of a team, and adapt to changing environment, schedule, and assignments.
• Reliability and consistency: consistent attendance and reliability.

Harris County is an Equal Opportunity Employer. Learn more about our equal employment opportunity plan at (Use the "Apply for this Job" box below). Employment Opportunity Plan .aspx.

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.

Employment may be contingent on passing a drug screen and meeting other standards. Due to a high volume of applications, the position may close prior to the advertised closing date or at the discretion of the Hiring Department.