AP Operations Senior Specialist

Cystic Fibrosis Foundation•Bethesda, MD

4d•$71,600 - $89,500•Hybrid

About The Position

The AP Operations Senior Specialist oversees key components of the daily accounts payable process, ensuring accuracy, compliance, and efficiency across payment operations. The role monitors payment activity, resolves issues promptly, collaborates with internal and external stakeholders, and supports continuous improvement across AP functions. The position reviews and approves daily Settlement Runs, resolves payment exceptions, processes checks, monitors bank activity and returned payments, and handles AutoPay transactions. It also supports audits and compliance, provides guidance to AP colleagues, contributes to standard operating procedures and Procure-to-Pay initiatives, and oversees quarterly and annual 1099 reviews and filings. Special handling procedures for grant-related payments must be followed when applicable. The role requires 4–6 years of relevant experience and knowledge of finance and accounting practices, processes, and systems. The work takes place in a normal office environment, with minimal travel (for example, twice per year) to conferences and meetings as necessary. The posted salary range is $71,600 to $89,500, varying by geographic location and experience.

Requirements

4–6 years of relevant experience.
Knowledge of finance and accounting practices, processes, and systems.
Ability to monitor, review, and reconcile transactional data with attention to detail.
Problem-solving skills to address discrepancies, inquiries, and exceptions in a timely manner.
Strong organizational and communication skills for working with colleagues and stakeholders.
Proficiency with Workday, supplier portals, and relevant banking platforms.
Proficiency with financial systems, databases, and Microsoft Office applications.

Nice To Haves

Experience with AP automation tools.

Responsibilities

Review and approve daily Settlement Runs for accuracy, compliance, and alignment with internal policies.
Resolve Settlement Run items requiring clarification, monitor unapproved runs and stale-dated documents, and respond urgently to rush requests.
Identify payment-process noncompliance, gaps, and errors; propose and implement solutions.
Print and mail checks according to handling instructions, maintain the special handling log, and resolve check-printing issues such as voids and reprints with accurate system documentation.
Review daily bank activity for payment returns and exceptions; address returned payments, reissue them as needed, and update Workday.
Investigate supplier checks aged 90 or more days, verify status with suppliers, determine whether to reissue or cancel, document actions in Workday, and work with AP on processing.
Clear the backlog of stale checks so no items older than 90 days remain unresolved.
Review and respond promptly to bank notifications, including fraud alerts, escalating when appropriate.
Retrieve invoices from supplier portals for suppliers enrolled in AutoPay and save them to shared folders.
Validate supplier names between invoices and Workday, working with AP to resolve discrepancies.
Record AutoPay transactions in Workday weekly and resolve discrepancies promptly with internal teams.
Fulfill AP-related audit requests accurately, completely, and on time; maintain documentation and controls in accordance with internal audit standards and external regulatory requirements.
Collaborate with AP processors and stakeholders to support compliant, streamlined processing.
Identify training needs and provide coaching, feedback, and process guidance.
Contribute to the development, alignment, and maintenance of standard operating procedures.
Participate in Procure-to-Pay initiatives and identify opportunities to improve end-to-end processes and AP tasks.
Conduct quarterly 1099 reviews of marked and unmarked suppliers for completeness and accuracy.
Identify duplicate suppliers using name, TIN, address, or bank information, and coordinate corrections with the supplier setup team.
Set timelines for supplier updates and provide direction and coaching to the supplier setup team.
Conduct annual 1099 mailing and IRS filing by the January 31 regulatory deadline, and maintain related SOPs.
In Q4, engage tax and field stakeholders to gather gaming and winnings (W-2G) information for tax reporting.
Follow applicable special handling procedures for grant-related payments and comply with funding requirements and sponsor policies.