Waterbury Hospital
Scope of Position
The Accounts Payable Lead Specialist is responsible for the full‑cycle accounts payable process, overseeing daily workflow and supervising all AP activities, ensuring timely and accurate vendor payments while providing high‑level customer service. They build key relationships with internal and external customers, ensure compliance, drive efficiencies, manage the Commerce credit card vendor payment system, and handle day‑to‑day staff workload, mentoring and training, as well as special projects as assigned.
Responsibilities
Oversee the full accounts payable cycle, including batching, reviewing, and entering invoices, ensuring accurate account coding, identifying 1099‑reportable transactions, and uploading supporting documentation into Oracle or other financial systems.
Manage the vendor payment process, including weekly check and electronic payment runs, positive pay uploads, voids, stop payments, manual checks, and compliance with vendor payment terms and arrangements.
Maintain an accurate and up‑to‑date vendor master file; validate W‑9 information, monitor duplicate invoices, reconcile vendor statements, and resolve discrepancies between invoices, purchase orders, and shipments.
Serve as the primary contact for vendor and departmental inquiries, providing prompt updates on payment status and resolving credit holds in a timely manner.
Collaborate with Purchasing, Materials Management, and other departments to clear unmatched or exception invoices to ensure uninterrupted flow of goods and services.
Prepare and distribute all routine, month‑end, and ad‑hoc accounts payable reports; assist with fiscal year‑end audit preparation, calendar year 1099 reporting, and other accounting‑related audits as needed.
Manage the Commerce credit card vendor payment system and ensure timely upload of weekly check registers to the bank.
Support and train new hires, temporary employees, and Behavioral Health work program participants; provide guidance and cross‑training to Accounts Payable staff.
Monitor workload distribution and assist with month‑end close processes to ensure timely and accurate financial reporting.
Maintain organized and compliant financial files, including capital invoices, W‑9s, vendor correspondence, and archival records per retention guidelines.
Handle administrative and departmental support tasks, such as managing the Finance department’s supply orders, mail distribution, and archive account maintenance.
Perform special projects and provide assistance to the Accounting and Budget teams on vendor, audit, and reporting questions as required.
Communicate proactively with the Accounts Payable Supervisor or Accounting Manager regarding any significant issues, discrepancies, or developments affecting payments or vendor relations.
Requirements
High school diploma or equivalent required (Associates Degree preferred).
Candidates must have at least 3–4 years of full‑cycle accounts payable experience.
Oracle experience is strongly preferred.
Good organizational skills with the ability to handle high volume and multiple tasks in a fast‑paced environment.
Analytical and multi‑tasking skills, proficient with Excel and Microsoft Office Suites, Ten Key Calculator.
Energetic, self‑motivated team player with exceptional communication.
Excellent interpersonal skills with ability to relate well, communicate effectively, and interact internally and externally with vendors and employees (including all levels of management).
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Accounting/Auditing and Finance
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Responsibilities
Oversee the full accounts payable cycle, including batching, reviewing, and entering invoices, ensuring accurate account coding, identifying 1099‑reportable transactions, and uploading supporting documentation into Oracle or other financial systems.
Manage the vendor payment process, including weekly check and electronic payment runs, positive pay uploads, voids, stop payments, manual checks, and compliance with vendor payment terms and arrangements.
Maintain an accurate and up‑to‑date vendor master file; validate W‑9 information, monitor duplicate invoices, reconcile vendor statements, and resolve discrepancies between invoices, purchase orders, and shipments.
Serve as the primary contact for vendor and departmental inquiries, providing prompt updates on payment status and resolving credit holds in a timely manner.
Collaborate with Purchasing, Materials Management, and other departments to clear unmatched or exception invoices to ensure uninterrupted flow of goods and services.
Prepare and distribute all routine, month‑end, and ad‑hoc accounts payable reports; assist with fiscal year‑end audit preparation, calendar year 1099 reporting, and other accounting‑related audits as needed.
Manage the Commerce credit card vendor payment system and ensure timely upload of weekly check registers to the bank.
Support and train new hires, temporary employees, and Behavioral Health work program participants; provide guidance and cross‑training to Accounts Payable staff.
Monitor workload distribution and assist with month‑end close processes to ensure timely and accurate financial reporting.
Maintain organized and compliant financial files, including capital invoices, W‑9s, vendor correspondence, and archival records per retention guidelines.
Handle administrative and departmental support tasks, such as managing the Finance department’s supply orders, mail distribution, and archive account maintenance.
Perform special projects and provide assistance to the Accounting and Budget teams on vendor, audit, and reporting questions as required.
Communicate proactively with the Accounts Payable Supervisor or Accounting Manager regarding any significant issues, discrepancies, or developments affecting payments or vendor relations.
Requirements
High school diploma or equivalent required (Associates Degree preferred).
Candidates must have at least 3–4 years of full‑cycle accounts payable experience.
Oracle experience is strongly preferred.
Good organizational skills with the ability to handle high volume and multiple tasks in a fast‑paced environment.
Analytical and multi‑tasking skills, proficient with Excel and Microsoft Office Suites, Ten Key Calculator.
Energetic, self‑motivated team player with exceptional communication.
Excellent interpersonal skills with ability to relate well, communicate effectively, and interact internally and externally with vendors and employees (including all levels of management).
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Accounting/Auditing and Finance
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