Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for managing the full cycle of accounts payable operations for the Hilltop Lakes POA. This role ensures timely and accurate processing of invoices, payments, and expense records while supporting financial transparency and accountability in a property owners association environment. The position works closely with vendors, department managers, and the finance team to maintain efficient financial operations that support the community.

• Process and code vendor invoices accurately and in a timely manner
• Match purchase orders, invoices, and receiving documentation
• Verify proper approvals and supporting documentation prior to payment
• Prepare and process weekly check runs, ACH payments, and credit card reconciliations

• Maintain accurate vendor records, including W-9s and contact details
• Respond to vendor inquiries and resolve discrepancies or payment issues
• Ensure compliance with IRS reporting requirements (1099s)

• Record transactions in accounting software with proper general ledger coding
• Reconcile accounts payable subledger to the general ledger
• Maintain organized and auditable filing systems (digital and/or physical)

• Coordinate with departments (maintenance, golf, utilities, etc.) for invoice approvals
• Support tracking of expenses related to community services and capital projects
• Assist with budgeting and monitoring expenditures against approved budgets
• Ensure compliance with POA policies, governing documents, and financial procedures

• Assist in month-end and year-end closing processes
• Prepare accounts payable reports as requested by management
• Support audits by providing required documentation and explanations

• Associate’s degree in Accounting, Finance, or related field (preferred)
• 2–5 years of accounts payable or general accounting experience
• Experience in HOA/POA, municipal, or nonprofit accounting is a plus

• Strong attention to detail and accuracy
• Knowledge of accounting principles and AP processes
• Proficiency with accounting software (e.g., Quick Books, Sage, or similar systems)
• Strong organizational and time-management skills
• Ability to handle confidential information with integrity
• Effective communication and customer service skills for vendor and internal interactions