Accounts Payable Specialist

Summary:

The Accounts Payable Specialist role is responsible for managing invoice intake, processing, and routing within the AP automation system while maintaining vendor records and tax documentation to support accurate and timely vendor payments. The position also supports payment runs, month-end closing, audit readiness, and process improvement efforts.

Essential Job Functions and Responsibilities:

• Communication
  • Manage vendor relationships by responding to inquiries, resolving discrepancies, and reconciling vendor statements.
  • Support audit and report requests by providing organized documentation to internal and external stakeholders.
• Time Management
  • Monitor and manage the shared AP inbox to ensure timely review, organization, and tracking of invoices and payment correspondence.
  • Support weekly payment runs by escalating urgent items and ensuring approved invoices are processed.
  • Assist with month-end close activities, including accruals and supporting documentation.
• Attention to Detail
  • Index and enter invoices into the AP system with accurate coding and routing in accordance with internal controls.
  • Maintain vendor records, including W-9 documentation, tax classifications, and 1099 support.
  • Maintain AP procedures and documentation to ensure consistency and audit readiness.
  • Ensure compliance with statutory and regulatory requirements, including CMS and OIG guidelines.
  • Maintain organized records to support audit readiness.
  • Uphold standards of integrity, confidentiality, and professionalism.
• Problem-Solving
  • Identify and support process improvements to enhance efficiency and strengthen controls.
• Performs other job-related duties as assigned that are consistent with the purpose of the role.

Education, Experience, and Licensing Requirements:

• High school diploma or general educational degree (GED) is required. Associate's degree in related field is preferred. A combination of alternative education and experience may be considered in lieu of the formal education requirements.
• Minimum of 2 years of experience in high volume accounts payable processing is required.
• Experience with accounting ERP and AP automation systems is preferred.
• Experience in healthcare is preferred.
• Current Driver's License is required and maintained with an acceptable driving record as defined by STA policy.

Compliance:

• This position is classified as OSHA Bloodborne Pathogens Exposure Category III. Employees in this role are not routinely expected to perform tasks that involve contact with blood, bodily fluids, or other potentially infectious materials.
• While exposure risk is minimal, employees are expected to follow organizational safety policies and report any potential exposure incidents immediately.
• This role requires compliance with HIPAA and all confidentiality standards related to patient, donor, employee, and organizational information. Employees must safeguard all confidential information and disclose it only as permitted by law and organizational policy.

Other:

Southwest Transplant Alliance maintains a policy of nondiscrimination with employees and applicants for employment. No aspect of employment will be influenced in any manner by race, color, religion, sex, age, national origin, physical or mental disability, genetics, sexual orientation, gender identity, gender expression, or any other basis prohibited by statute. In addition to federal law requirements, STA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the STA has staff.

Disclaimer:

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of responsibilities, duties, or skills required. Job duties may change at any time with or without notice. Nothing in this description constitutes a contract of employment, and employment remains at-will.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.