AP Operations Senior Specialist

Cystic Fibrosis Foundation•Bethesda, MD

7d•$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 urgently, collaborates with internal and external stakeholders, and supports process improvements across AP functions. The position reviews and approves daily Settlement Runs, resolves payment and check issues, monitors bank activity and returned payments, processes supplier AutoPay invoices and transactions, and supports audits and compliance. It also provides guidance to AP colleagues, contributes to Procure-to-Pay initiatives and standard operating procedures, and oversees quarterly 1099 reviews and annual 1099 mailing and IRS filing. Special handling procedures for grant-related payments must be followed when applicable. The position works in a normal office environment with minimal exposure to excessive noise, dust, or temperature extremes. Minimal travel, such as twice per year to conferences and meetings, may be required. The salary range is $71,600 to $89,500, with the specific salary 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 in 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; evaluate whether review thresholds should apply.
Resolve Settlement Run items requiring clarification, monitor unapproved runs for stale-dated documents, and respond urgently to rush requests.
Identify payment-process non-compliance, gaps, and errors, and 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 returned payments and exceptions; ensure returned payments are addressed, reissued when needed, and updated in Workday.
Investigate supplier checks aged 90 or more days, verify status with suppliers, determine whether to reissue or cancel, maintain Workday documentation, and coordinate necessary actions with AP.
Clear the backlog of stale checks and respond promptly to bank notifications, including fraud alerts, escalating as appropriate.
Retrieve invoices from supplier portals for AutoPay suppliers and save them to shared folders.
Validate supplier names between invoices and Workday, record AutoPay transactions in Workday weekly, and resolve discrepancies with internal teams.
Fulfill AP-related audit requests and maintain documentation and controls aligned 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 developing, aligning, and maintaining standard operating procedures and participate in Procure-to-Pay initiatives and AP process improvements.
Conduct quarterly 1099 reviews of marked and unmarked suppliers, identify duplicate supplier records, and coordinate corrections with the supplier setup team.
Set timelines and provide direction and coaching to the supplier setup team for 1099-related updates.
Conduct annual 1099 mailing and IRS filing by the January 31 regulatory deadline and maintain related SOPs.
Engage tax and field stakeholders in Q4 to gather gaming and winnings (W-2G) information for tax reporting.
Follow special handling procedures for grant-related payments when applicable, ensuring compliance with funding requirements and sponsor policies.