Sr. Accounts Payable Specialist

Oakwood Village•Madison, WI

About The Position

BASIC FUNCTION Senior Accounts Payable Specialist is responsible for Accounts Payable Administration ensuring proper and timely payment of all Vendor/Contractor invoices and Debts of the organization. This includes timely government other regulatory agency filings and payments, preparation of and issuance of annual 1099s for independent contractors and applicable vendors. This position is accountable to the Financial Specialist or Accounting Manager. ESSENTIAL RESPONSIBILITIES Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values: Compassion : We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another. Faith : We have a commitment to remain true to the vision and mission of Oakwood. Inclusion : We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all. Integrity : We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers. Dedication : We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community. Responsible for the management of the accounts payable process for all Oakwood Lutheran Senior Ministries entities. Maintains a thorough understanding of Accounts Payable and requisition software systems to maximize efficiencies. Review invoices and check requests. Prepare and process accounts payable checks, ACH payments, and autopay. Reconcile payments, prepare analysis of accounts, monitor vendor accounts to ensure payments are up to date, and resolve discrepancies. End user support for requisition and purchasing systems. Assists in reconciliation of payables system (Workplace) to accounting software (NetSuite) Special projects related to efficiencies and streamlining the financial close and reporting processes as they related to the accounts payable functions. Complies with organizational purchasing policies and procedures. Sort, match, set up invoices and check requests, purchase orders and other debts as per current written Policy and Procedures. Works in partnership with Oakwood’s Supply Chain Manager and Contracts Manager to resolve vendor issues. Work with staff who receive and approve invoices to ensure proper documentation is maintained. Corresponds with vendors and responds to inquiries. Actively moves vendors to autopay when relevant; seeks opportunities to streamline processes. Actively seeks opportunities to implement automation and artificial intelligence. Notifies Financial Specialist and/or Accounting Manager immediately of any purchases made not in compliance with current policies. Completes and submits sales tax exempt certificates as necessary. Produces monthly reports and assists in month-end closing. Collaborates with leadership to set departmental goals, develop and administer training, and identify initiatives for efficiency. This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the Finance Department

Requirements

Knowledge of general accounting functions and principles.
Accurate and detail oriented.
Excellent organizational and prioritizing skills.
Ability to organize/prioritize workload in order to meet deadlines.
Eagerness to learn and/or implement new software.
Interest in automation and artificial intelligence.
Ability to handle confidential information.
Excellent human relations and communication skills.
Ability to work in a collaborative environment which fosters effective teamwork in meeting the mission of Oakwood.
Ability to exercise independent judgment and make sound decisions.
Ability to work with minimal supervision.
Information management skills and problem-solving skills.
Associate degree in accounting and three to five years equivalent experience required.
Proficient in the use of Microsoft Office applications; advanced Excel skill preferred.
Knowledge of relevant accounts payable and accounting computer applications.
Proficient in data entry.

Responsibilities

Responsible for the management of the accounts payable process for all Oakwood Lutheran Senior Ministries entities.
Maintains a thorough understanding of Accounts Payable and requisition software systems to maximize efficiencies.
Review invoices and check requests.
Prepare and process accounts payable checks, ACH payments, and autopay.
Reconcile payments, prepare analysis of accounts, monitor vendor accounts to ensure payments are up to date, and resolve discrepancies.
End user support for requisition and purchasing systems.
Assists in reconciliation of payables system (Workplace) to accounting software (NetSuite)
Special projects related to efficiencies and streamlining the financial close and reporting processes as they related to the accounts payable functions.
Complies with organizational purchasing policies and procedures.
Sort, match, set up invoices and check requests, purchase orders and other debts as per current written Policy and Procedures.
Works in partnership with Oakwood’s Supply Chain Manager and Contracts Manager to resolve vendor issues.
Work with staff who receive and approve invoices to ensure proper documentation is maintained.
Corresponds with vendors and responds to inquiries.
Actively moves vendors to autopay when relevant; seeks opportunities to streamline processes.
Actively seeks opportunities to implement automation and artificial intelligence.
Notifies Financial Specialist and/or Accounting Manager immediately of any purchases made not in compliance with current policies.
Completes and submits sales tax exempt certificates as necessary.
Produces monthly reports and assists in month-end closing.
Collaborates with leadership to set departmental goals, develop and administer training, and identify initiatives for efficiency.