Accounts Payable Specialist

Accounts Payable Specialist (Administrative)

Nature of Work:
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, contracted service provider disbursements, representative payee transactions, and related financial activities. This role ensures compliance with internal controls and applicable representative payee requirements, maintains strong vendor relationships, safeguards the funds of individuals supported, and promotes sound financial practices across the agency.

• Perform all activities related to the accounts payable function, including reviewing invoices, verifying documentation, coding expenses, gathering approvals, and processing payments to vendors.
• Process contracted service provider disbursements in accordance with agency procedures.
• Ensure that proper documentation is maintained and on file for all payments and disbursements.
• Maintain and update vendor records, including W-9 documentation and payment information.
• Respond to vendor inquiries in a professional and timely manner.
• Reconcile accounts payable subsidiary ledgers and assist with monthly closing processes as assigned.
• Generate accounts payable reports as needed for leadership and audit purposes.
• Monitor payment schedules to ensure timely processing and avoid late fees or service disruptions.
• Adhere to internal control procedures, agency policies, and sound accounting practices.
• Assist with preparation for audits by providing requested documentation and reports.
• Demonstrate commitment to learning and complying with all applicable federal, state, and local regulations.
• Assist the Chief Financial Officer or Controller with projects and special assignments as needed.

• Manage electronic invoice workflow system (if applicable).
• Track recurring expenses (leases, utilities, software subscriptions, insurance).
• Review invoices for contract compliance and budget alignment.
• Match purchase orders to invoices (3-way match if used).
• Monitor credit card reconciliations and verify supporting documentation.
• Ensure proper coding to programs, grants, and cost centers.
• Track sales tax exemptions and ensure compliance.

• Support the agencys representative payee responsibilities for individuals receiving Social Security and other applicable benefits.
• Maintain accurate, separate, and current financial records for each individual for whom the agency serves as representative payee.
• Receive, track, and reconcile benefit payments, deposits, expenditures, account balances, and conserved funds.
• Process payments for housing, utilities, medical expenses, personal needs, and other authorized expenses based on each individuals needs, available funds, and approved budget.
• Work with program staff and other authorized parties to help ensure that each individuals current and foreseeable needs are appropriately considered when funds are managed.
• Maintain supporting documentation for representative payee transactions, including invoices, receipts, account statements, approvals, and payment records.
• Monitor individual account balances and applicable resource limits and promptly communicate concerns to the appropriate program and finance leadership.
• Assist with the completion and submission of required representative payee reports, accountings, reviews, and other documentation.
• Support the timely reporting of changes that may affect an individuals benefits or representative payee arrangement to the appropriate internal contact or government agency.
• Respond to authorized inquiries concerning individual funds while maintaining confidentiality and safeguarding protected information.
• Assist with representative payee audits, reviews, and requests for documentation.
• Follow Social Security Administration requirements, agency policies, internal controls, and all other applicable requirements governing representative payee services.
• Assist with the appropriate transfer or return of funds and records when the agencys representative payee responsibility ends.
• Immediately report suspected misuse, loss, fraud, or other financial irregularities involving an…