Accounts Payable Specialist
About The Position
The Accounts Payable Specialist is responsible for the accurate, timely, and structured execution of all vendor invoice processing, payment administration, and daily cash reconciliation across multiple clinic locations. This role is critical to maintaining financial visibility, vendor relationships, and operational continuity. The ideal candidate thrives in structured environments, values process discipline, and proactively escalates financial risks before they become problems. This is not a passive clerical role. This position requires ownership, accountability, and strict adherence to financial controls.
Requirements
- Bachelor’s degree in Accounting, Finance, or related field.
- 2+ years of Accounts Payable, bookkeeping, or accounting experience.
- Strong understanding of AP aging, accrual concepts, and cash flow timing.
- Experience with QuickBooks or similar accounting software.
- Demonstrated ability to work independently within structured internal controls.
Nice To Haves
- Multi-location healthcare or dental experience.
- Experience in growth-stage or scaling environments.
- Familiarity with PMS systems.
- Experience reconciling daily deposits.
Responsibilities
- Enter 100% of vendor invoices within 48 hours of receipt.
- Ensure correct invoice dates, payment terms, and due dates.
- Maintain zero backlog of unentered invoices.
- Reconcile vendor statements monthly.
- Ensure no payment is issued without proper invoice documentation.
- Monitor AP Aging daily.
- Proactively escalate any vendor approaching due date without confirmed payment plan.
- Immediately report any vendor becoming past due.
- Maintain professional vendor communication.
- Execute scheduled payment runs per established cadence.
- Prepare payment batches for approval.
- Ensure accurate ACH, check, and credit card processing.
- Maintain payment documentation and audit trail.
- Reconcile daily clinic deposits to PMS totals.
- Identify and escalate discrepancies same day.
- Maintain daily financial visibility across all locations.
- Follow established AP SOP and internal controls without deviation.
- Maintain strict confidentiality.
- Participate in weekly AP aging review meetings.
- Support audit requests as needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
