Accounts Payable and Purchasing Specialist

Current Career•Prescott Valley, AZ

4d•Onsite

About The Position

The Accounts Payable and Purchasing Specialist is responsible for the accurate and timely processing of accounts payable transactions, vendor management, purchasing and procurement support, inventory tracking, and compliance with applicable financial reporting requirements. This position plays a key role in maintaining strong vendor relationships, ensuring financial accuracy, and supporting organizational purchasing activities. The Accounts Payable Specialist works closely with department leaders, vendors, and the Finance team to ensure efficient financial operations and compliance with organizational policies and procedures.

Requirements

21 years of age or older; or minimum 18 years old and licensed or certified under A.R.S. Title 32 and providing services within the personnel member’s scope of practice; or minimum 18 years old for select administrative positions
Must be able to provide or obtain an AZDPS Level One Fingerprint Clearance Card
Must possess and maintain a valid Driver License, current automobile insurance, and a driving record that meets the guidelines and requirements of the organization
Minimum of a High School Diploma or GED required.
Minimum of three (3) to five (5) years of progressively responsible accounts payable experience required.
Strong understanding of accounts payable processes and internal controls.
Knowledge of procurement and purchasing practices.
Familiarity with vendor management and 1099 reporting requirements.
Understanding of inventory management and unclaimed property processes.
Proficiency in Microsoft Office applications, particularly Excel.
Experience with accounting software systems; familiarity with Sage software is strongly preferred.
Strong attention to detail and accuracy.
Excellent organizational and time management skills.
Ability to manage multiple priorities and meet deadlines.
Strong analytical and problem-solving abilities.
Effective verbal and written communication skills.
Ability to maintain confidentiality and exercise sound judgment.

Nice To Haves

Associate degree in Accounting, Finance, Business Administration, or a related field preferred.
Equivalent combination of education and relevant experience may be considered.
Experience with procurement, purchasing, vendor management, and financial recordkeeping preferred.
Experience processing high-volume accounts payable transactions preferred.
Healthcare or nonprofit experience is a plus.
Experience using Sage accounting software.
Experience in healthcare, behavioral health, or nonprofit accounting environments.
Familiarity with inventory control systems and procurement processes.
Experience supporting audits and financial reporting activities.

Responsibilities

Process accounts payable invoices accurately and timely in accordance with established policies and procedures.
Review invoices, purchase orders, and supporting documentation for accuracy and proper authorization.
Match invoices to purchase orders and receiving documentation as applicable.
Prepare and process vendor payments through approved payment methods.
Reconcile vendor statements and resolve discrepancies in a timely manner.
Maintain organized and accurate accounts payable records and supporting documentation.
Assist with month-end and year-end closing activities related to accounts payable.
Support procurement and purchasing activities in accordance with organizational policies.
Assist departments with purchasing requests and vendor coordination.
Ensure purchases are properly documented and approved prior to processing.
Monitor purchasing activities to support budget compliance and cost-effective procurement practices.
Collaborate with department leaders to identify purchasing needs and opportunities for process improvement.
Establish and maintain vendor files and records.
Verify vendor information, tax documentation, and payment details.
Maintain current W-9 documentation and other required vendor records.
Serve as a point of contact for vendor inquiries and payment-related issues.
Ensure compliance with vendor setup and maintenance procedures.
Maintain accurate vendor records for annual 1099 reporting requirements.
Review vendor classifications and documentation to ensure compliance with IRS requirements.
Assist with preparation and distribution of annual 1099 forms.
Support audits and provide documentation related to vendor payments and reporting.
Assist with inventory tracking and reconciliation processes.
Monitor outstanding accounts payable balances and identify aged items requiring resolution.
Research and manage unclaimed property and stale-dated payment issues in accordance with applicable regulations.
Maintain documentation supporting inventory and unclaimed property activities.
Participate in process improvement initiatives to enhance efficiency and internal controls.
Assist with financial audits by preparing requested documentation and reports.
Generate reports and provide analysis related to accounts payable activities.
Support other accounting and finance functions as assigned.