Accounts Payable Specialist

First Option Bank•Paola, KS

About The Position

The Accounts Payable Specialist processes accounts payable in Banktel accurately and ensures approved invoices are paid on time. The role supports the bank’s financial operations through invoice processing, vendor management, reconciliation activities, and adherence to internal controls. It helps maintain accurate financial records, supports audits and examinations, protects confidential information, and contributes to efficient and reliable accounting processes. The position also provides accounting and administrative support for Board of Directors and stockholder-related activities, including authorized payments related to board dues, dividends, wire transfers, and stockholder transactions. Additional accounting, reporting, audit, and administrative functions may be assigned.

Requirements

High school diploma or equivalent.
1–2 years of business experience involving accurate recordkeeping, data entry, accounting support, or financial transactions.
Working knowledge of basic accounting principles, invoice review, general ledger coding, and account reconciliations.
Proficiency with Microsoft Excel and other office software.
Ability to learn and effectively use Banktel and other accounting systems.
Strong attention to detail, accuracy, organization, and follow-through.
Ability to manage multiple priorities and invoice deadlines while maintaining quality standards.
Effective written and verbal communication skills.
Strong analytical and problem-solving abilities.
Ability to work effectively with vendors, employees, management, auditors, and examiners.
Sound judgment and ability to follow established procedures and internal controls.
High degree of integrity, confidentiality, and professionalism.

Nice To Haves

Associate’s degree in Accounting, Finance, Business, or a related field.
1–3 years of accounts payable experience, preferably in banking, financial services, or another regulated environment.
Hands-on experience with Banktel, including vendor maintenance, invoice processing, reconciliations, and month-end activities.
Familiarity with Forms W-9, vendor setup procedures, and Form 1099 reporting requirements.
Experience supporting audits, examinations, and regulatory reviews.
Knowledge of banking operations and internal control practices.

Responsibilities

Receive, review, and enter invoices into Banktel; verify vendor information, invoice numbers, amounts, due dates, and supporting documentation.
Process accounts payable transactions accurately and within established deadlines.
Confirm general ledger and department coding, resolve coding questions, and obtain required approvals before payment processing.
Review accounts payable general ledger coding for accuracy, completeness, and reasonableness.
Schedule and process approved payments through authorized methods, meet due dates, and utilize available discounts when appropriate.
Generate accounts payable checks, refunds, and related disbursements.
Monitor unpaid invoices and approval queues; follow up with approvers and escalate missing documentation or overdue approvals.
Maintain vendor records, including W-9 documentation, and verify new vendors and payment-detail changes in accordance with bank procedures.
Respond to vendor and internal department inquiries about invoices, payment status, coding questions, and discrepancies.
Work with branch locations, departments, and vendors to resolve accounts payable issues and outstanding items while maintaining positive working relationships and following bank procedures.
Reconcile vendor statements with invoice and payment records; follow up on missing invoices, unapplied credits, and outstanding balances.
Reconcile accounts payable activity to applicable general ledger accounts and research outstanding reconciling items.
Assist with month-end close activities, including identifying unpaid invoices that require accruals.
Generate general ledger reports, transaction histories, and other accounting reports for departments and management.
Prepare supporting schedules, reports, and documentation for management, auditors, and bank examiners.
Assist with year-end vendor reporting and provide information for Form 1099 preparation.
Review invoices and payments for duplicate billing, prior payments, credits, unusual charges, and discrepancies; investigate and resolve issues before payment.
Follow internal controls, segregation-of-duties requirements, approval authorities, payment procedures, bank policies, regulatory requirements, and record retention standards.
Promptly report suspected fraud, control exceptions, unusual payment requests, or other concerns.
Protect confidential financial, vendor, employee, payroll, and customer information.
Maintain organized electronic and physical invoice, approval, and payment records in accordance with bank retention requirements.
Maintain and update accounts payable procedures and recommend practical improvements to efficiency, accuracy, and payment timeliness.
Support initiatives that improve operational effectiveness and strengthen internal controls.
Provide accounting and administrative support for Board of Directors and stockholder-related activities.
Assist with authorized payments related to board dues, dividends, wire transfers, and stockholder transactions.
Support additional accounting, reporting, audit, and administrative functions as assigned.
Perform other duties as assigned.