AP Specialist

Adelbrook•Cromwell, CT

2d•Hybrid

About The Position

The Accounts Payable (AP) Specialist is responsible for processing, tracking, and managing the organization’s outgoing payments in an accurate and timely manner. This position plays a critical role in maintaining positive vendor relationships, ensuring compliance with internal controls and regulatory requirements, and supporting the financial operations of the agency. This position supports a nonprofit agency dedicated to serving children, adolescents, and young adults with autism spectrum disorder (ASD) and intellectual and developmental disabilities (IDD).

Requirements

Proficient in Microsoft Office (especially Excel for spreadsheets, formulas, and data tracking).
Experience using accounting software and electronic billing systems.
Solid understanding of the full AP cycle, including invoice processing, payment scheduling, and month-end close tasks.
Awareness of IRS regulations related to vendor payments, including W-9 collection and 1099 processing.
Understanding of best practices in financial controls and segregation of duties.
Awareness of patient/client privacy rights and proper handling of sensitive financial and health-related information.
Capable of managing work autonomously while also functioning as a productive member of the Finance team.
Flexible in responding to changes in payer requirements, billing procedures, or internal processes.
Ability to analyze data, draw conclusions, and make informed recommendations regarding account resolution.
Uphold high ethical standards and protect sensitive financial and client information.
High school diploma or equivalent required.
Minimum 2 years of experience in accounts payable or general accounting.
Proficiency in accounting software and Microsoft Excel.
Strong attention to detail and excellent organizational skills.
Effective communication skills, both written and verbal.
Ability to manage time effectively and meet deadlines.
Ability to work a flexible schedule and meet on-call responsibilities.

Nice To Haves

Familiarity with nonprofit financial operations, fund allocation, grant tracking, and regulatory reporting.
Demonstrated ability to interact with payers and families in a respectful, responsive, and solutions-focused manner.
Demonstrated respect for diverse populations, particularly individuals with autism and intellectual/developmental disabilities, and their families.
Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
Experience in a nonprofit or healthcare setting.

Responsibilities

Prepare and send accurate and timely invoices to funding sources, including Medicaid, managed care organizations (MCOs), school districts, and private payers.
Monitor aging reports and follow up on outstanding receivables to ensure timely collections.
Process all vendor invoices accurately and in a timely manner, ensuring proper approvals and coding to appropriate accounts and cost centers.
Maintain up-to-date and organized AP files, including vendor W-9s, contracts, and invoice records.
Schedule and process weekly check runs, ACH payments, and credit card transactions in accordance with agency policy.
Reconcile vendor statements and resolve any billing or payment discrepancies.
Respond to vendor inquiries and maintain strong, professional vendor relationships.
Ensure compliance with internal purchasing and payment policies and assist with updates as needed.
Assist in month-end and year-end closing by preparing AP reports, accruals, and reconciliations.
Support the annual audit process by gathering and submitting required AP documentation.
Assist with the issuance of IRS Form 1099s at year-end.
Identify opportunities for process improvements and contribute to financial process enhancements.
Perform other related duties as assigned by leadership.