Finance and Accounts Payable Specialist

Job Summary

The Finance & Accounts Payable Specialist plays a vital role in supporting the financial stability of Center State CEO, its subsidiaries, and affiliates. This position is responsible for accurate and timely processing of accounts payable, assisting with accounts receivable, supporting grant-related financial activity, and maintaining strong internal controls.

The Specialist ensures compliance with organizational policies, fiscal accountability standards, and regulatory requirements while providing excellent service to internal teams and external partners.

• Process vendor invoices for Center State CEO and all subsidiaries, ensuring proper documentation, coding, and approvals.
• Perform 2-way and 3-way matching of purchase orders, packing slips, and invoices, when applicable.
• Prepare weekly disbursement batches (ACH, checks, and other payment methods) and assist with cash flow forecasting.
• Maintain vendor files, including onboarding, W-9 collection, and updates.
• Communicate with vendors to resolve discrepancies, respond to inquiries, and ensure timely payment.
• Prepare annual 1099 filings and ensure tax documentation compliance.

• Support preparation and processing of customer invoices.
• Assist with applying payments, reconciling accounts, and following up on outstanding receivables.
• Support monthly AR reporting and general ledger reconciliation.

• Assist with monthly, quarterly, and year-end close processes, including journal entries and account reconciliations.
• Reconcile intercompany transactions and ensure accuracy of shared financial activity.
• Review general ledger detail for accuracy and completeness.
• Maintain strong internal controls and confidentiality standards.

• Assist with gathering, verifying, and compiling financial documentation for grant reimbursement requests.
• Ensure expenses follow grant guidelines and organizational policies.
• Maintain organized financial records for audit readiness.

• Support sales tax filings and other required financial reporting.
• Prepare or assist with PAC (Political Action Committee) filings.
• Stay up to date on company policies, procedures, and financial systems to ensure continuity and backup support.
• Provide assistance to internal teams as needed and contribute to department improvement initiatives.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.