Sr. Accounts Payable Specialist

University Woods Campus, Madison, WI 53705, USA

Senior Accounts Payable Specialist is responsible for Accounts Payable Administration ensuring proper and timely payment of all Vendor/Contractor invoices and debts of the organization. This includes timely government and other regulatory agency filings and payments, preparation of and issuance of annual 1099s for independent contractors and applicable vendors.

This position is accountable to the Financial Specialist or Accounting Manager.

• Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:
• Compassion
  :
  We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith
  :
  We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion
  :
  We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity
  :
  We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co‑workers.
• Dedication
  :
  We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.
• Responsible for the management of the accounts payable process for all Oakwood Lutheran Senior Ministries entities.
• Maintain a thorough understanding of Accounts Payable and requisition software systems to maximize efficiencies.
• Review invoices and check requests; prepare and process accounts payable checks, ACH payments, and autopay. Reconcile payments, prepare analysis of accounts, monitor vendor accounts to ensure payments are up to date, and resolve discrepancies.
• Provide end‑user support for requisition and purchasing systems.
• Assist in reconciliation of payables system (Workplace) to accounting software (Net Suite).
• Complete special projects related to efficiencies and streamlining the financial close and reporting processes as they relate to the accounts payable functions.
• Comply with organizational purchasing policies and procedures.
• Sort, match, set up invoices and check requests, purchase orders and other debts as per current written policy and procedures. Work in partnership with Oakwood’s Supply Chain Manager and Contracts Manager to resolve vendor issues.
• Work with staff who receive and approve invoices to ensure proper documentation is maintained.
• Correspond with vendors and respond to inquiries.
• Actively move vendors to autopay when relevant; seek opportunities to streamline processes.
• Actively seek opportunities to implement automation and artificial intelligence.
• Notify the Financial Specialist and/or Accounting Manager immediately of any purchases made not in compliance with current policies.
• Complete and submit sales tax exempt certificates as necessary.
• Produce monthly reports and assist in month‑end closing.
• Collaborate with leadership to set departmental goals, develop and administer training, and identify initiatives for efficiency.
• This job description is not intended to be all‑inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the Finance Department.

• Knowledge of general accounting functions and principles.
• Accurate and detail oriented.
• Excellent organizational and prioritizing skills. Ability to organize and prioritize workload to meet deadlines.
• Eagerness to learn and/or implement new software.
• Interest in automation and artificial intelligence.
• Ability to handle confidential information.
• Excellent human relations and communication skills.
• Ability to work in a collaborative environment that fosters effective teamwork in meeting the mission of Oakwood.
• Ability to exercise independent judgment and make sound decisions.
• Ability to work with minimal supervision.
• Information management skills and problem‑solving skills.

• Associate degree in accounting and three to five years of equivalent experience required.
• Proficiency in the use of Microsoft Office applications; advanced Excel skill preferred.
• Knowledge of relevant accounts payable and accounting computer applications.

We are called to serve a thriving community where seniors live with dignity, connection, and purpose.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.