Description

Position Overview:

We are seeking a detail-oriented Senior Accounts Payable Specialist to join our Finance team. This role is responsible for managing the full Accounts Payable process, ensuring accuracy, compliance, and timely processing of invoices and payments. The ideal candidate will have strong analytical skills, excellent time management, and the ability to supervise and collaborate across departments.

Essential Functions

Invoice Processing & Reconciliation: Efficiently manage the end-to-end invoice processing workflow using NorthStar and BirchStreet, ensuring timely reconciliation and resolution of any discrepancies between invoices and purchase orders. Proactively investigate and address variances to maintain financial accuracy.
Vendor & Accounts Management: Maintain a structured and detailed record of vendor transactions while fostering strong professional relationships. Act as the primary point of contact for vendor inquiries, ensuring prompt and effective resolution of payment-related issues.
Accounts Payable Oversight: Regularly reconcile accounts payable aging reports to ensure accuracy in financial reporting. Identify potential risks, discrepancies, or outstanding balances and collaborate with internal teams to resolve them efficiently.
Payment Processing & Financial Compliance: Oversee the processing of weekly payments, including paper checks and electronic transactions, ensuring compliance with company policies and financial regulations. Monitor cash flow impact and implement best practices for payment scheduling.
Corporate Credit Card Management: Administer corporate credit card transactions, ensuring all expenditures are accurately documented, reconciled, and approved. Develop streamlined approval workflows to enhance efficiency while maintaining compliance.
Regulatory & Tax Compliance: Prepare and distribute annual 1099 tax forms, ensuring adherence to IRS regulations. Maintain meticulous records of vendor classifications and payment history to support tax compliance efforts.
Financial Reporting & Audit Support: Assist in critical financial operations, including month-end and year-end closing procedures, budget analysis, and external audits. Generate detailed financial reports and provide data-driven insights to support decision-making processes.

Core Responsibilities

Multi-Tasking & Prioritization: Demonstrates the ability to efficiently manage multiple responsibilities in a dynamic environment while upholding a high level of accuracy and attention to detail. Quickly adapts to shifting priorities without compromising on quality.
Leadership & Team Collaboration: Exercises strong leadership capabilities by providing clear guidance and mentorship. Proactively supports team members, fostering a culture of accountability and continuous improvement.
Financial Acumen & Problem-Solving: Leverages strong numerical aptitude to analyze financial data, detect anomalies, and implement corrective measures. Employs strategic thinking to optimize workflows and improve financial processes.
Communication & Stakeholder Engagement: Possesses exceptional written and verbal communication skills, ensuring clarity and professionalism in all interactions. Effectively engages with vendors, colleagues, and executives to facilitate smooth financial operations.
Ownership & Quality Assurance: Takes full accountability for work outputs, consistently striving for precision, efficiency, and excellence. Implements best practices to uphold the highest standards in financial processing and reporting.
Adaptability & Resilience: Thrives in fast-paced, high-pressure environments, demonstrating the ability to pivot quickly in response to business needs or regulatory changes. Maintains composure and efficiency under tight deadlines.
Self-Motivation & Initiative: Displays a proactive mindset, anticipating potential challenges and taking preemptive action. Seeks opportunities for process improvements and contributes innovative solutions to enhance financial operations.
Conflict Resolution & Professionalism: Handles challenging financial discrepancies, vendor disputes, and urgent requests with diplomacy and professionalism. Leverages negotiation and problem-solving skills to drive positive outcomes.
Technical Proficiency & Digital Tools: Demonstrates a high level of proficiency in financial software, ERP systems, and Microsoft Office Suite, with a focus on Excel-based reporting and data analysis. Maintains excellent phone etiquette and digital communication skills.
Time Management & Deadline Sensitivity: Works with precision under time-sensitive conditions, ensuring all deliverables meet strict deadlines while maintaining a high standard of work. Navigates urgent financial tasks with efficiency and focus.
Interpersonal Skills & Relationship Building: Establishes and nurtures collaborative, trust-based relationships with colleagues, vendors, and external partners, contributing to a positive and productive work environment.
Organizational Excellence & Compliance Adherence: Maintains meticulous financial records, applies sound judgment in decision-making, and follows detailed financial policies and procedures to ensure operational integrity.
Work Environment Considerations: The role primarily involves working at a desk, with frequent engagement in computer-based financial tasks, data entry, and phone correspondence. Must be comfortable handling repetitive, detail-intensive work while maintaining efficiency.

Requirements

Education and Experience:

Minimum 4 years of Accounts Payable experience.
High school diploma or GED required (Accounting background preferred).
Proficiency in Microsoft Office; NorthStar experience is a plus.
Strong numerical aptitude and customer service skills.
Ability to multitask, meet deadlines, and work independently.
Excellent written and verbal communication skills.

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Senior Accounts Payable Specialist