Accounts Payable and Purchasing Specialist

POSITION SUMMARY

The Accounts Payable and Purchasing Specialist is responsible for the accurate and timely processing of accounts payable transactions, vendor management, purchasing and procurement support, inventory tracking, and compliance with applicable financial reporting requirements. This position plays a key role in maintaining strong vendor relationships, ensuring financial accuracy, and supporting organizational purchasing activities. The Accounts Payable Specialist works closely with department leaders, vendors, and the Finance team to ensure efficient financial operations and compliance with organizational policies and procedures.

This is a full-time, on-site position requiring 40 hours per week, Monday through Friday.

ESSENTIAL RESPONSIBILITIES 

Accounts Payable Administration

• Process accounts payable invoices accurately and timely in accordance with established policies and procedures.

• Review invoices, purchase orders, and supporting documentation for accuracy and proper authorization.

• Match invoices to purchase orders and receiving documentation as applicable.

• Prepare and process vendor payments through approved payment methods.

• Reconcile vendor statements and resolve discrepancies in a timely manner.

• Maintain organized and accurate accounts payable records and supporting documentation.

• Assist with month-end and year-end closing activities related to accounts payable.

• Procurement and Purchasing

• Support procurement and purchasing activities in accordance with organizational policies.

• Assist departments with purchasing requests and vendor coordination.

• Ensure purchases are properly documented and approved prior to processing.

• Monitor purchasing activities to support budget compliance and cost-effective procurement practices.

• Collaborate with department leaders to identify purchasing needs and opportunities for process improvement.

Vendor Management

• Establish and maintain vendor files and records.

• Verify vendor information, tax documentation, and payment details.

• Maintain current W-9 documentation and other required vendor records.

• Serve as a point of contact for vendor inquiries and payment-related issues.

• Ensure compliance with vendor setup and maintenance procedures.

1099 Reporting and Compliance

• Maintain accurate vendor records for annual 1099 reporting requirements.

• Review vendor classifications and documentation to ensure compliance with IRS requirements.

• Assist with preparation and distribution of annual 1099 forms.

• Support audits and provide documentation related to vendor payments and reporting.

Inventory and Unclaimed Property Management

• Assist with inventory tracking and reconciliation processes.

• Monitor outstanding accounts payable balances and identify aged items requiring resolution.

• Research and manage unclaimed property and stale-dated payment issues in accordance with applicable regulations.

• Maintain documentation supporting inventory and unclaimed property activities.

Financial Operations Support

• Participate in process improvement initiatives to enhance efficiency and internal controls.

• Assist with financial audits by preparing requested documentation and reports.

• Generate reports and provide analysis related to accounts payable activities.

• Support other accounting and finance functions as assigned.

QUALIFICATIONS

• 21 years of age or older; or minimum 18 years old and licensed or certified under A.R.S. Title 32 and providing services within the personnel member’s scope of practice; or minimum 18 years old for select administrative positions

• Must be able to provide or obtain an AZDPS Level One Fingerprint Clearance Card

• Must possess and maintain a valid Driver License, current automobile insurance, and a driving record that meets the guidelines and requirements of the organization

Education

• Minimum of a High School Diploma or GED required.

• Associate degree in Accounting, Finance, Business Administration, or a related field preferred.

• Equivalent combination of education and relevant experience may be considered.

Experience

• Minimum of three (3) to five (5) years of progressively responsible accounts payable experience required.

• Experience with procurement, purchasing, vendor management, and financial recordkeeping preferred.

• Experience processing high-volume accounts payable transactions preferred.

• Healthcare or nonprofit experience is a plus.

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable processes and internal controls.

• Knowledge of procurement and purchasing practices.

• Familiarity with vendor management and 1099 reporting requirements.

• Understanding of inventory management and unclaimed property processes.

• Proficiency in Microsoft Office applications, particularly Excel.

• Experience with accounting software systems; familiarity with Sage software is strongly preferred.

• Strong attention to detail and accuracy.

• Excellent organizational and time management skills.

• Ability to manage multiple priorities and meet deadlines.

• Strong analytical and problem-solving abilities.

• Effective verbal and written communication skills.

• Ability to maintain confidentiality and exercise sound judgment.

Preferred Qualifications

• Experience using Sage accounting software.

• Experience in healthcare, behavioral health, or nonprofit accounting environments.

• Familiarity with inventory control systems and procurement processes.

• Experience supporting audits and financial reporting activities.

CORE COMPETENCIES  

• People​ – Passionately believes in people and embraces diversity.

• Integrity ​–​ ​Does the right thing even when no one is looking. Demonstrates reliability, accuracy, and ownership of responsibilities while ensuring compliance with organizational policies and financial controls.

• Learning ​–​ ​Challenges old paradigms with critical thinking, curiosity and creativity.

• Accountability​ – Sets an intentional culture of personal responsibility; believes everyone carries the load. Demonstrates reliability, accuracy, and ownership of responsibilities while ensuring compliance with organizational policies and financial controls.

• Relationships ​– Serves colleagues and consumers with love, empathy and compassion.

• Customer Service - Provides responsive and professional support to internal customers, vendors, and stakeholders.

• Collaboration - Works effectively with finance staff, department leaders, and external partners to achieve organizational objectives.

• Continuous Improvement - Actively seeks opportunities to improve processes, enhance efficiency, and strengthen financial controls.

PHYSICAL DEMANDS & WORKING CONDITIONS

The physical and working demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Primarily office-based environment.

• Full-time, on-site position.

• Standard work schedule of Monday through Friday, 40 hours per week.

• Occasional overtime may be required to meet operational deadlines, month-end close activities, or audit requirements.

• Heavy exposure/use of computers, cell phones, office phones, etc.

• Ability to sit for extended periods while performing computer-based work.

• Ability to occasionally lift and carry items weighing up to 20 pounds.

• Ability to communicate effectively in person, by phone, and electronically.

• Ability to perform repetitive hand and wrist movements associated with computer use.

• Must be able to respond appropriately and effectively in crisis situations by using good judgment and following Polara Health protocols

This position is considered Safety-Sensitive by Polara Health.

Non-Discrimination Policy

Polara Health subscribes to the principles of Equal Employment Opportunity. Polara Health’s policy is to provide employment, compensation, and other benefits related to employment based on qualifications, without regard to ancestry, age, color, disability, genetic information, gender identity, gender expression, marital status, medical condition, military or veteran status, national origin, pregnancy, race, religion, sex/gender, sexual orientation, or any other basis prohibited by federal, state, or local law. As an Equal Opportunity Employer, Polara Health intends to comply fully with applicable federal, state, and local employment laws, and the information requested on this application will be used only for purposes consistent with those laws.

Americans With Disabilities Act – Request for Reasonable Accommodations

In accordance with requirements of the Americans with Disabilities Act, Polara Health’s policy is to provide reasonable accommodation for applicants requesting accommodation(s) during the application process, so the applicant may be given a full and fair opportunity to be considered for employment. If any candidate needs a reasonable accommodation to participate in the interview process, please notify Polara Health in any of the following ways: by calling 928-445-5211, ext. 4047, U.S. Mail, or hand deliver to Polara Health 3343 N. Windsong Drive, Prescott Valley, AZ 86314 Attention: Human Resources Job Applicant Request.

Background Checks

Employment is contingent on background checks as required by Polara Health’s policies, which may include Fingerprint Clearance, Drug Test, Criminal History, Driving History Record, Sex Offender Registry Search, Department of Child Services, State Central Registry Check, Employment Verification, Education Verification, and Professional References.

We Offer the Following Benefits to Full Time Employees:

Medical * Dental * Vision * Short and Long Term Disability * Life Insurance * Health Savings Account * Flexible Spending Account * Employee Assistance Program * 401(k) * Up to 3 Weeks of Paid Time Off * 10 Paid Holidays per Year * Shift Pay (for select inpatient and residential positions) * Educational Reimbursement *