AP Specialist - Vendor Maintenance

Overview

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.

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

• High school diploma or equivalent.
• One to three 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.
• This position is subject to a criminal history check; only relevant convictions will be considered and may not automatically disqualify the candidate.

• Accuracy and attention to detail to maintain the integrity, compliance, timeliness, and validity of vendor data.
• Strong communication skills—excellent verbal, listening, and written communication abilities.
• Organizational skills for planning and organizing multiple tasks simultaneously.
• Problem‑solving and analytical skills.
• Technical proficiency; experience with People Soft or similar ERP systems is a significant plus.
• Customer service focus: commitment to customer service and interaction with vendors.
• Adaptability and flexibility in the office environment, work schedule, and assignments.
• Reliability and consistency with predictable attendance.

• Physical requirements include sitting for extended periods, lifting and pushing/pulling up to 40 lbs.
• Work schedule:
  
  Monday–Friday, 40 hours/week.
• May be required to work more than forty hours during the work week or on weekends when special projects need to be completed or deadlines must be met.

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