Senior Accounts Payable Specialist

SeniorAccountsPayableSpecialist: Required to work a hybrid schedule in our office in Alexandria, VA 

PositionSummary

The Senior Accounts Payable Specialist supportsthefullaccountspayablefunctionthroughaccurateinvoiceprocessing,vendormanagement,paymentexecution,internalcontrols,documentation,reporting,processimprovement,andeffectiveuseofautomationandAI-enabledtools.

Thisrolerequiresadetail-orientedaccountspayableprofessionalwithhigh-volumeAPexperience,strongsystemknowledge,soundjudgment,andtheabilitytoresolvecomplexissueswhileimprovingefficiency,accuracy,andcontrols.

EssentialDuties&Responsibilities

AccountsPayableOperations

• Supportfull-cycleaccountspayableprocessing,including:
  • High-volumeinvoicereview
  • Accountcoding
  • Approvalworkflowmanagement
  • Supportingdocumentationreview
  • Invoiceentry
  • Paymentpreparation
  • Postingtransactionstothecorrectaccountingperiods
  • Vendorfollow-up
• Managehigh-volumeinvoiceactivitywhilemaintainingaccuracy,timeliness,andcompliancewithinternalpoliciesandprocedures.
• ServeasasubjectmatterresourceforAPpolicies,procedures,systems,vendorrequirements,paymentprocesses,andissueresolution.
• Processandreviewpaymentruns,including:
  • ACH
  • EFT
  • Checkpayments
  • Otherapprovedpaymentmethods
• Supportinitiativestoreducerelianceonmanualchecks.

VendorManagement

• Maintainstrongvendorrelationshipsbyrespondingtoinquiriesandresolvingdiscrepancies.
• Researchandresolvepaymentissues.
• Reconcilevendorstatements.
• Managevendoronboardingandvendormasterfilemaintenance,including:
  • W-9collection
  • Paymentinformationupdates
  • Dataaccuracyreviews
• Supportinternalcontrolstoprevent:
  • Duplicatepayments
  • Unauthorizedpayments
  • Fraud
  • Vendormasterfileerrors

Compliance&Reporting

• Supportannual1099preparationandfilingactivities,including:
  • Vendortaxdatavalidation
  • Correctionsandupdates
  • Filingsupport
• Generate,review,andanalyzeweeklyandmonthlyAPreporting.
• Review:
  • Invoiceaging
  • Outstandingliabilities
  • AccuracyandcompletenessofAPtransactions
  • Processimprovementopportunities
• Maintainorganizedrecordsandprovidesupportingdocumentationforauditsandbusinessrequirements.

Reconciliations&Month-EndClose

• Reconcilecorporatepurchasingcardaccounts.
• Supportemployeeexpensereporting,receiptcollection,coding,approvals,andposting.
• Assistwithmonth-endcloseactivities,including:
  • Accrualsupport
  • APreconciliations
  • Openinvoicereview
  • Aginganalysis
  • Generalledgerreconciliations
  • Exceptionreporting

ProcessImprovement&Technology

• Identify,recommend,andimplementAPprocessimprovements.
• Enhanceworkflowautomationandreportingcapabilities.
• Improvedocumentationstandardsandoperatingprocedures.
• UtilizeAI-enabledtoolsandautomationfeaturesto:
  • Validatedata
  • Identifyexceptions
  • Reducemanualeffort
  • Improvereporting
  • Increaseprocessefficiency

Collaboration&Support

• Collaboratewithaccounting,operations,procurement,propertymanagers,vendors,andleadershiptoresolveinvoice,coding,payment,workflow,anddocumentationissues.
• Train,guide,andsupportAPteammembersbysharingknowledgeandreinforcingbestpractices.
• Takeownershipofassignedvendors,processes,andrecurringresponsibilities.
• Maintainconfidentialityandprofessionalismwhenhandlingvendor,employee,banking,tax,andfinancialinformation.
• Maintainaccuracyandorganizationduring:
  • Month-endclose
  • Year-endreporting
  • Auditperiods
  • High-volumeprocessingcycles
• Performspecialprojectsandadditionaldutiesasassigned.

Qualifications

Education

• Bachelor'sdegreeinAccounting,Finance,Business,orarelatedfieldpreferred.

Experience

• 5+yearsofprogressiveaccountspayableexperiencepreferred.
• Experiencewith:
  • Full-cycleAPprocessing
  • Vendormanagement
  • Workflowmanagement
  • Paymentprocessing
  • Accountcoding
  • Reconciliations
  • Month-endclosesupport
• Experienceworkinginahigh-volumeaccountspayableenvironment.
• Strongunderstandingof:
  • Accountspayableprinciples
  • Internalcontrols
  • Vendormasterfilemanagement
  • Invoiceworkflows
  • Paymentmethods
  • Unclaimedpropertyrequirements
  • 1099reporting
• Experienceprocessing:
  • Three-waymatchinvoices
  • Non-POinvoices
  • Tax-sensitiveinvoices
  • Internationalinvoices
  • Recurringinvoices

Knowledge,Skills&Abilities

CommunicationSkills

• Excellentverbalandwrittencommunicationskills.
• Strong interpersonal skills with the ability to work effectively with vendors, accounting teams, operations partners,propertymanagers,procurementteams,leadership,andcross-functionalstakeholders.
• Abilitytoread,understand,andcompanypolicies,paymentprocedures,taxdocumentationrequirements,andcompliancestandards.

Analytical&Problem-SolvingSkills

• Strongattentiontodetailandorganizationalabilities.
• Soundjudgmentanddecision-makingskills.
• Abilitytoidentifytrends,determinerootcauses,anddeveloppracticalsolutions.
• Stronganalytical,investigative,research,documentation,andreconciliationskills.
• Abilitytoprioritizeworkloadandadaptquicklytochangingbusinessneeds.

MathematicalSkills

• Proficientbusinessmathandaccountingskills.

TechnicalSkills

ERP&AccountingSystems

Experiencewith:

• MicrosoftDynamicsGP/D365
• Yardi
• SAP
• Oracle
• NetSuite
• Workday
• SimilarERPsystems

APAutomationPlatforms

Experiencewith:

• Medius
• Basware
• Coupa
• Tipalti
• AvidXchange
• Stampli
• Brex
• SimilarAPautomationtools

AI&Automation

Familiaritywith:

• OCRtechnology
• AIinvoicecapture
• Workflowautomationsolutions
• AI-assistedproductivitytools
• Datavalidationandexceptionmanagementtools

MicrosoftOffice

Advancedproficiencywith:

• MicrosoftExcel
  • PivotTables
  • VLOOKUP/XLOOKUP
  • SUMIFS
  • DataValidation
  • DataAnalysis
• MicrosoftOutlook
• MicrosoftOfficeSuite

Certifications

Preferred:

• CAPA(CertifiedAccountsPayableAssociate)
• CAPP(CertifiedAccountsPayableProfessional)
• ComparableAccountsPayableCertification

SupervisoryResponsibilities

• None

WorkEnvironment&PhysicalRequirements

• Primarilyoffice-basedposition.
• Requiresprolongedperiodsofsittingandcomputeruse.
• Frequentuseofstandardofficeequipment.
• Occasionalstanding,walking,reaching,grasping,andhandlingobjects.
• Mayoccasionallyliftand/ormoveupto20pounds.
• Reasonable accommodations may be made to enable individuals with disabilities toperformtheessentialfunctions.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.
Incumbents will follow any other instructions and perform other related duties as assigned by their supervisor,
policy, or company management.
Work location and onsite attendance requirements will be determined by the company in accordance
with company practice and business needs.