Mary's Center
Overview
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Accounts Payable Specialist II
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Mary's Center . Position Summary: The Accounts Payable Specialist II is primarily responsible for all aspects of accounts payable, including entering invoices with the correct codes, distributing invoices to managers for authorization, paying bills and invoices after approvals, reconciling assigned accounts, preparing 1099 forms, maintaining AP email, and producing reports. This position will support the month-end closing process and reviewing weekly AP aging reports. The AP Specialist II will create training documents, train AP staff, and serve as a backup to the AP Manager. Responsibilities
Review, code, and promptly enter all invoices, check requests, and expense reimbursements into accounting software. Distribute invoices to appropriate managers for authorization promptly. Ensure invoices are matched with Purchase Orders and that POs are correctly coded to the appropriate program, grant, and site codes. Review AP aging reports regularly, identify vendors to be paid, and submit aging reports with suggested payments for weekly check runs. Maintain AP email and ensure invoices are distributed to staff daily. Maintain a monthly schedule of routine and critical vendor payments to ensure timely payments and alert management of due dates to avoid cut-offs on critical goods and services. Maintain Open Invoice payment files and files for paid vendors. Reconcile vendor statements, including credit cards, at least monthly to ensure payables are processed and posted to the general ledger promptly. Maintain and update vendor profiles (ACH details, addresses, default expense accounts, payment terms) for accurate payment processing. Ensure the AP vendor database is up to date and compliant with 1099 reporting requirements. Update and follow up with Unclaimed Property as applicable. Prepare and distribute annual 1099, 1098, and 1096 tax returns. Act as a liaison between Mary Center and vendors, promptly addressing vendor inquiries. Communicate travel and expense policy changes and review expense reimbursement requests for compliance before processing. Support the month-end closing process and assist with audits by providing supporting documentation as needed. Create training manuals and train staff on new tasks as they are assigned. Learn duties of AP Manager to cover the role when the AP Manager is unavailable. Complete tax documents and reports, including audits and grant reporting. Assist with ad hoc reports and duties for the AP Manager and Controller, such as producing a weekly AP aging report. Qualifications
3-5 years of accounting or bookkeeping experience. Associate or bachelor’s degree in accounting or business preferred. In-depth knowledge of accounts payable processes, principles, and accounting standards. Experience with Sage Intacct is a plus. Language: Ability to communicate effectively in English; additional languages preferred. Physical Demands: Regularly sit; occasionally lift up to 25 pounds. Work Environment: Office and/or home setting with hybrid schedule options; may involve outside conditions. Benefits
Health Insurance: medical, dental & vision; retirement options through 403(b). 25 days of paid leave annually, plus 5 educational days. Tuition reimbursement up to $2,000 per year. Transportation subsidy via metro & bus. Employee Assistance Program (EAP).
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Join to apply for the
Accounts Payable Specialist II
role at
Mary's Center . Position Summary: The Accounts Payable Specialist II is primarily responsible for all aspects of accounts payable, including entering invoices with the correct codes, distributing invoices to managers for authorization, paying bills and invoices after approvals, reconciling assigned accounts, preparing 1099 forms, maintaining AP email, and producing reports. This position will support the month-end closing process and reviewing weekly AP aging reports. The AP Specialist II will create training documents, train AP staff, and serve as a backup to the AP Manager. Responsibilities
Review, code, and promptly enter all invoices, check requests, and expense reimbursements into accounting software. Distribute invoices to appropriate managers for authorization promptly. Ensure invoices are matched with Purchase Orders and that POs are correctly coded to the appropriate program, grant, and site codes. Review AP aging reports regularly, identify vendors to be paid, and submit aging reports with suggested payments for weekly check runs. Maintain AP email and ensure invoices are distributed to staff daily. Maintain a monthly schedule of routine and critical vendor payments to ensure timely payments and alert management of due dates to avoid cut-offs on critical goods and services. Maintain Open Invoice payment files and files for paid vendors. Reconcile vendor statements, including credit cards, at least monthly to ensure payables are processed and posted to the general ledger promptly. Maintain and update vendor profiles (ACH details, addresses, default expense accounts, payment terms) for accurate payment processing. Ensure the AP vendor database is up to date and compliant with 1099 reporting requirements. Update and follow up with Unclaimed Property as applicable. Prepare and distribute annual 1099, 1098, and 1096 tax returns. Act as a liaison between Mary Center and vendors, promptly addressing vendor inquiries. Communicate travel and expense policy changes and review expense reimbursement requests for compliance before processing. Support the month-end closing process and assist with audits by providing supporting documentation as needed. Create training manuals and train staff on new tasks as they are assigned. Learn duties of AP Manager to cover the role when the AP Manager is unavailable. Complete tax documents and reports, including audits and grant reporting. Assist with ad hoc reports and duties for the AP Manager and Controller, such as producing a weekly AP aging report. Qualifications
3-5 years of accounting or bookkeeping experience. Associate or bachelor’s degree in accounting or business preferred. In-depth knowledge of accounts payable processes, principles, and accounting standards. Experience with Sage Intacct is a plus. Language: Ability to communicate effectively in English; additional languages preferred. Physical Demands: Regularly sit; occasionally lift up to 25 pounds. Work Environment: Office and/or home setting with hybrid schedule options; may involve outside conditions. Benefits
Health Insurance: medical, dental & vision; retirement options through 403(b). 25 days of paid leave annually, plus 5 educational days. Tuition reimbursement up to $2,000 per year. Transportation subsidy via metro & bus. Employee Assistance Program (EAP).
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