Accounts Payable Specialist

Gateway Church•Southlake, TX

12d

About The Position

The Accounts Payable Specialist is responsible for accurately and efficiently processing vendor invoices, employee reimbursements, contractor payments, and other payment requests. This role involves managing the ApprovalMax workflow, ensuring proper approvals and coding, and scheduling payments. The specialist will also assist with missions disbursements, serve as the ApprovalMax support contact, administer vendor onboarding, conduct internal audits, maintain internal controls, research discrepancies, and support month-end and year-end closing processes.

Requirements

Experience with Accounts Payable processes.
Familiarity with vendor onboarding and tax documentation (e.g., W-9, 1099).
Ability to conduct internal audits and review documentation.
Understanding of internal controls and separation of duties.
Skills in researching discrepancies and reconciling accounts.
Experience with payment processing (checks, ACH, electronic payments).
Proficiency in using workflow management systems (ApprovalMax mentioned).
Ability to train employees and maintain user guides.
Strong attention to detail for reviewing documentation and coding.
Excellent communication and follow-up skills.
Ability to meet deadlines for documentation submission.

Nice To Haves

Experience supporting missions disbursements or missionary support.
Experience with outsourced accounting firms.
Familiarity with month-end, year-end, and audit requests.

Responsibilities

Receives, reviews, codes, and processes vendor invoices, employee reimbursements, contractor payments, and other payment requests, confirming documentation, business or ministry purpose, and required approvals.
Routes transactions through the appropriate ApprovalMax workflow, monitors them through approval, and follows up on missing information, coding questions, or delayed approvals.
Schedules approved invoices for payment and assists with payment runs; maintains accurate records of checks, ACH transactions, electronic payments, credits, refunds, and voided payments.
Works with the global department’s coordinator, and helps oversee recurring and special missions disbursements, missionary support, and designated missions gifts, maintaining a current disbursement schedule and verifying approved funding sources and authorizations.
Works with the global department’s coordinator and helps track missions payments against approved commitments and budgets, prepares periodic missions reports, and notifies leadership of expiring commitments, changes in payment instructions, or insufficient designated funds.
Serves as the organization-wide ApprovalMax support contact, training employees, maintaining user guides, monitoring dashboards for stalled or incomplete transactions, and coordinating workflow and user access changes.
Administers vendor onboarding and tax documentation, obtains Forms W-9, verifies changes to payment or banking instructions, and supports annual Form 1099 preparation done by a third party.
Conduct periodic internal audits to review employee reimbursement and credit card documentation for receipts, business purpose, coding, and approval, and follows up on outstanding documentation.
Maintains internal controls and separation of duties, does not release payments without required approvals, and immediately reports suspected fraudulent invoices, altered payment instructions, or phishing attempts.
Researches duplicate invoices, overpayments, unapplied credits, and vendor discrepancies, and reconciles vendor statements to accounts payable records.
Submits complete accounts payable and missions documentation to the outsourced accounting firm by established deadlines and supports month-end, year-end, and audit requests.
Performs other duties as assigned.