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About the Role
The Accounts Payable Specialist supports financial operations by accurately processing and distributing accounts payable transactions, ensuring timely payments in compliance with policies and regulations. This role maintains accurate records and supports month-end and year-end activities within an ERP system.
Responsibilities
- Process payments for invoices, reimbursements, refunds, credits, and related items in the Enterprise Resource Planning (ERP) software accurately and on time, in alignment with cash allocation guidelines issued by Treasury.
- Monitor and consider invoices with sensitive payment terms, rebates, or discount opportunities, and ensure that any issues requiring additional intervention are identified and addressed promptly.
- Compile, prepare, and distribute mailed payments in a timely and accurate manner.
- Ensure strict compliance with and enforcement of all applicable policies, procedures, and regulations related to accounts payable activities.
- Verify that all invoices and expense reimbursements include appropriate and required documentation and approvals before processing.
- Maintain compliance with supplier file processes and standards so invoices and payments are issued to the correct supplier, location, and payment method.
- Maintain a database and related files for supplier invoices that cannot be processed in the ERP system, ensuring documentation is accurate, complete, and reviewed and updated at least weekly.
- Respond to inquiries and requests for assistance from departments, colleagues, and suppliers in a timely, professional, and service-oriented manner.
- Assist, educate, and support internal departments and suppliers regarding invoice and reimbursement processing, policies, and payment status.
- Support monthly and year-end activities, including assisting with the completion of 1099 filings.
- Assist with the identification and pursuit of unclaimed funds associated with the organization.
- Ensure financial records are properly maintained, organized, and accessible to support compliance with financial processes and regulations.
- Collaborate with other departments to support organizational and supply chain missions, providing outstanding customer service in a collaborative and efficient manner.
- Work closely with supply chain functions such as Sourcing & Contracting, Data Integrity, Accounts Payable, and Receiving and Distribution, as well as Finance and Treasury, to resolve issues and improve processes.
Requirements
- Minimum of 2 years of accounts payable experience.
- Experience working with accounts payable processes, including vendor invoices, reimbursements, refunds, and credits.
- Proficiency with accounting software and Enterprise Resource Planning (ERP) systems.
- Strong vendor communication skills and ability to interact professionally with suppliers and internal stakeholders.
- Proficiency with Microsoft Office, including strong skills in Microsoft Excel.
- Accurate data entry skills, particularly in Excel.
- Solid computer skills, including scanning, filing, and general administrative support tasks.
- High level of attention to detail and accuracy in all financial transactions and records.
- Ability to maintain organized files and documentation for invoices and supplier records.
- Strong written and verbal communication skills with timely response to inquiries.
- Ability to work collaboratively within a team-oriented environment.
- Associates degree.
- Experience working within a large, multi-campus or multi-entity organization.
- Familiarity with 1099 reporting and year-end financial activities.
- Experience handling sensitive payment terms, rebates, and discount opportunities.
- Comfort working with a high volume of vendor invoices and payments.
- Ability to manage multiple tasks and deadlines while maintaining accuracy.
- Strong organizational skills for maintaining databases and supporting documentation.
- Typing proficiency and ability to work efficiently with digital records.
- Interest in long-term growth and development within a large health system.
Skills
- Accounts Payable
- Vendor Invoices
- Reimbursements
- Refunds
- Credits
- Accounting Software
- ERP Systems
- Vendor Communication
- Microsoft Office
- Microsoft Excel
- Data Entry
- Computer Skills
- Attention to Detail
- Organization
- Written Communication
- Verbal Communication
- Teamwork
- 1099 Reporting
- Typing
Location
- Menands, NY
Work Type
- Contract to Hire
- Onsite
Experience Level
- 2+ years of accounts payable experience
Education Level
- Associate's degree
Salary/Compensations
- $20.00 - $23.00/hr
Benefits
- Medical
- Dental
- Vision
- Critical Illness
- Accident
- Hospital
- 401(k) Retirement Plan
- Life Insurance
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
About the Company
- Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
Equal Opportunity
- The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
- San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
- Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
- Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.