Accounts Payable Specialist

Vaco is hiring for an AP Specialist opportunity in Elyria, OH. Direct Hire, Hybrid Schedule (after 90 days). Salary: $45,000 – $55,000/yr.

The Accounts Payable Specialist is responsible for processing accounts payable transactions, student refunds, and financial aid disbursements while ensuring proper documentation, authorization, and compliance with established accounting procedures. This role supports financial reporting, annual audits, 1099 reporting, and retirement system reporting requirements.

The position also serves as a point of contact for student account inquiries and plays a key role in reconciling accounts, monitoring outstanding payments, and maintaining accurate financial records.

• Review and process invoices, direct payment requests, expense reports, and payment vouchers for accuracy and proper authorization.

• Set up and maintain vendor records, including W-9 documentation and tax classification updates.

• Process weekly payments related to student refunds, direct payment vouchers, invoices, and emergency funding requests.

• Ensure compliance with established accounting policies and procedures.

• Assist with year-end accruals and support the annual financial statement audit.

• Review automated refund results and authorize credit balance refunds.

• Process student refunds, emergency loan checks, reissued checks, and returned payments.

• Monitor outstanding and uncashed refund checks; coordinate reissue, void, cancellation, or return of funds as needed.

• Post financial aid bookstore charges and miscellaneous student fees.

• Process scholarship payments and applicable waivers.

• Serve as cashier; collect student, corporate, and third-party payments.

• Issue receipts, prepare daily deposits, and balance cash drawer.

• Respond to student account inquiries and resolve billing discrepancies.

• Prepare periodic billing statements for self-pay and third-party accounts.

• Reconcile accounts receivable ledgers with system reports and general ledger postings.

• Prepare journal vouchers and cash receipt adjustments.

• Review transactions for budget errors and coordinate corrections.

• Maintain organized documentation for all payments and financial transactions.

• Compile data for internal and external reporting requirements.

• Participate in annual 1099 reporting (1099-MISC and 1099-NEC), including identifying reportable payments and preparing electronic filings for government agencies and recipients.

• Support retirement system reporting requirements for independent contractors.

• Ensure documentation is audit‑ready and compliant with regulatory standards.

• Associate or Bachelor’s degree in Accounting, Finance, or related field preferred.

• 2+ years of accounts payable, student accounts, or related accounting experience.

• Strong attention to detail and ability to manage high-volume transactions.

• Knowledge of 1099 reporting requirements and general accounting principles.

• Proficiency in accounting systems and Microsoft Excel.

• Strong customer service and communication skills.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan.