Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of invoices, vendor payments, and expense reimbursements for a multi-location Ear, Nose, and Throat (ENT) Management Services Organization (MSO). This position works closely with clinical operations, purchasing, and vendors to ensure financial accuracy, compliance, and efficient cash management while supporting multiple physician practices, ambulatory surgery centers, and ancillary service lines.

Essential Duties and Responsibilities

• Process high-volume vendor invoices accurately and timely through the accounts payable system.
• Match invoices with purchase orders, receipts, and supporting documentation.
• Review invoices for proper approvals, coding, and compliance with company policies.
• Prepare weekly check runs, ACH payments, and wire transfers.
• Reconcile vendor statements and resolve discrepancies promptly.
• Maintain vendor files, including W-9s, payment terms, and tax documentation.
• Respond to vendor inquiries professionally and resolve payment issues.
• Monitor AP aging reports and ensure timely payment to maximize discounts and avoid penalties.
• Process employee expense reimbursements according to company policy.
• Assist with monthly, quarterly, and year-end closing activities, including AP accruals.
• Support annual audits by providing requested documentation and reconciliations.
• Ensure compliance with HIPAA, internal controls, and accounting policies where financial processes intersect with protected information.
• Collaborate with practice administrators and department managers regarding invoice approvals and budget questions.
• Identify opportunities to improve AP workflows and implement process efficiencies.
• Maintain organized electronic and physical financial records.

Qualifications

Education

• Associate degree in Accounting, Finance, or Business preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• 2–5 years of accounts payable experience required.
• Healthcare or physician practice experience strongly preferred.
• Experience supporting multi-entity or multi-location organizations is preferred.
• Experience with ERP or accounting software such as Sage Intacct, Microsoft Dynamics GP, Oracle NetSuite, QuickBooks Enterprise, or similar systems preferred.

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