AP Specialist

JOB SUMMARY:

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).

WORK SCHEDULE

Adelbrook is a 24/7 operating Agency. Schedules are flexible, may include early mornings, evenings, overnights, weekdays, weekends, holidays to meet operational needs.

ESSENTIAL DUTIES AND 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.

SKILLS, KNOWLEDGE, AND ABILITIES

SKILLS:

• Attention to Detail: Strong ability to process financial transactions accurately and catch discrepancies in billing and payment records.
• Time Management: Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities efficiently. • Communication Skills: Clear and professional verbal and written communication with internal teams, families, payers, and funding sources.
• Problem-Solving: Ability to troubleshoot billing issues, investigate payment discrepancies, and follow through to resolution.
• Technical Skills: o Proficient in Microsoft Office (especially Excel for spreadsheets, formulas, and data tracking). o Experience using accounting software and electronic billing systems.
• Customer Service: Demonstrated ability to interact with payers and families in a respectful, responsive, and solutions-focused manner.

KNOWLEDGE:

• Accounts Payable Practices: Solid understanding of the full AP cycle, including invoice processing, payment scheduling, and month-end close tasks.
• Nonprofit Financial Operations: Familiarity with nonprofit accounting, fund allocation, grant tracking, and regulatory reporting (preferred).
• IRS Compliance: Awareness of IRS regulations related to vendor payments, including W-9 collection and 1099 processing.
• Internal Controls: Understanding of best practices in financial controls and segregation of duties.
• HIPAA and Confidentiality Standards: Awareness of patient/client privacy rights and proper handling of sensitive financial and health-related information.

ABILITIES:

• Work Independently and Collaboratively: Capable of managing work autonomously while also functioning as a productive member of the Finance team.
• Adaptability: Flexible in responding to changes in payer requirements, billing procedures, or internal processes.
• Critical Thinking: Ability to analyze data, draw conclusions, and make informed recommendations regarding account resolution.
• Maintain Confidentiality: Uphold high ethical standards and protect sensitive financial and client information.
• Cultural Sensitivity: Demonstrated respect for diverse populations, particularly individuals with autism and intellectual/developmental disabilities, and their families.

EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• Minimum 2 years of experience in accounts payable or general accounting, preferably in a nonprofit or healthcare setting.
• 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.
• Commitment to the mission and values of the organization and sensitivity to the needs of individuals with ASD and IDD.
• Ability to work a flexible schedule and meet on-call responsibilities.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

• This position operates in a professional office environment.
• May require occasional travel to program locations for finance-related support.
• Occasional work options may be available based on agency policy.

A job description is not meant to be all inclusive of every task and/or responsibility