Accounts Payable and Purchasing Specialist

HealthOp Solutions; Prescott Valley (AZ); On-site; USD 30,000 - 39,000; Full time

Job summary

HealthOp Solutions in Prescott Valley, AZ seeks an experienced Accounts Payable and Purchasing Specialist to manage AP transactions, support purchasing and procurement, and maintain vendor relationships. The role requires 3–5 years of AP experience and strong organizational skills to ensure accurate financial records and compliance.

The candidate will handle three-way matching, vendor payments, 1099 reporting, and assist with month-end close.

Responsibilities

• Process accounts payable invoices accurately and efficiently while meeting established deadlines.
• Review invoices, purchase orders, and supporting documentation for accuracy and proper authorization.
• Perform three-way matching of invoices, purchase orders, and receiving documentation when applicable.
• Prepare and process vendor payments in accordance with established procedures.
• Reconcile vendor statements and investigate discrepancies.
• Maintain accurate and organized accounts payable records.
• Assist with month-end and year-end closing activities.
• Support daily purchasing and procurement activities.
• Coordinate purchasing requests with internal departments and vendors.
• Verify proper approvals and documentation before processing purchases.
• Monitor purchasing activities to support budget compliance and cost-effective procurement.
• Identify opportunities to streamline purchasing processes and improve operational efficiency.
• Establish, maintain, and update vendor records and payment information.
• Collect and verify vendor documentation, including W-9 forms.
• Respond to vendor inquiries regarding invoices, payments, and account discrepancies.
• Maintain compliance with vendor setup and recordkeeping procedures.
• Build and maintain positive relationships with vendors and internal stakeholders.
• Maintain accurate vendor information for annual 1099 reporting.
• Review vendor classifications and tax documentation for accuracy.
• Assist with preparing and distributing annual 1099 forms.
• Support financial audits by providing vendor payment records and supporting documentation.
• Assist with inventory tracking, reconciliation, and documentation.
• Monitor outstanding accounts payable balances and resolve aged items.
• Research stale-dated payments and unclaimed property matters in accordance with applicable regulations.
• Prepare accounts payable reports and assist with financial analysis.
• Support internal controls, process improvements, and financial audits.
• Perform additional accounting and finance-related duties as assigned.

Job description

Accounts Payable and Purchasing Specialist

Location: Prescott Valley, AZ

Compensation: $22–$28 per hour (DOE)

Schedule: Full-Time | Monday–Friday | 40 Hours per Week

Work Setting: On-Site

About the Opportunity

We are seeking an experienced and detail-oriented Accounts Payable and Purchasing Specialist to join a growing organization in Prescott Valley, Arizona. This position is responsible for managing accounts payable transactions, supporting purchasing and procurement activities, maintaining vendor relationships, and ensuring accurate financial records.

The ideal candidate has 3–5 years of accounts payable experience, strong organizational and analytical skills, and the ability to manage multiple financial processes while maintaining accuracy and compliance.

This is an excellent opportunity for a finance professional who enjoys working collaboratively, improving processes, and contributing to efficient financial operations.

Accounts Payable Administration

• Process accounts payable invoices accurately and efficiently while meeting established deadlines.
• Review invoices, purchase orders, and supporting documentation for accuracy and proper authorization.
• Perform three-way matching of invoices, purchase orders, and receiving documentation when applicable.
• Prepare and process vendor payments in accordance with established procedures.
• Reconcile vendor statements and investigate discrepancies.
• Maintain accurate and organized accounts payable records.
• Assist with month-end and year-end closing activities.

Purchasing and Procurement

• Support daily purchasing and procurement activities.
• Coordinate purchasing requests with internal departments and vendors.
• Verify proper approvals and documentation before processing purchases.
• Monitor purchasing activities to support budget compliance and cost-effective procurement.
• Identify opportunities to streamline purchasing processes and improve operational efficiency.

Vendor Management

• Establish, maintain, and update vendor records and payment information.
• Collect and verify vendor documentation, including W-9 forms.
• Respond to vendor inquiries regarding invoices, payments, and account discrepancies.
• Maintain compliance with vendor setup and recordkeeping procedures.
• Build and maintain positive relationships with vendors and internal stakeholders.

1099 Reporting and Compliance

• Maintain accurate vendor information for annual 1099 reporting.
• Review vendor classifications and tax documentation for accuracy.
• Assist with preparing and distributing annual 1099 forms.
• Support financial audits by providing vendor payment records and supporting documentation.

Inventory and Financial Operations

• Assist with inventory tracking, reconciliation, and documentation.
• Monitor outstanding accounts payable balances and resolve aged items.
• Research stale-dated payments and unclaimed property matters in accordance with applicable regulations.
• Prepare accounts payable reports and assist with financial analysis.
• Support internal controls, process improvements, and financial audits.
• Perform additional accounting and finance-related duties as assigned.

Required Qualifications

• High school diploma or GED required.
• Minimum of 3–5 years of progressively responsible accounts payable experience.
• Strong understanding of accounts payable processes, invoice reconciliation, and financial controls.
• Working knowledge of purchasing, procurement, and vendor management practices.
• Familiarity with 1099 reporting requirements and vendor documentation.
• Proficiency in Microsoft Office, particularly Excel.
• Experience working with accounting or financial management software.
• Strong attention to detail, accuracy, and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive financial information.
• Ability to meet applicable employment screening requirements.

Preferred Qualifications

• Associate degree in Accounting, Finance, Business Administration, or a related field.
• Experience using Sage accounting software.
• Experience processing high-volume accounts payable transactions.
• Previous experience supporting purchasing and procurement functions.
• Familiarity with inventory tracking, unclaimed property, and financial reporting.
• Experience preparing 1099 forms and supporting financial audits.
• Background in healthcare, nonprofit, or other regulated accounting environments.

What We're Looking For

The ideal candidate is a dependable and proactive accounting professional who demonstrates:

• Accuracy and Accountability: Takes ownership of financial transactions and maintains reliable records.
• Organization: Effectively manages competing priorities and deadlines.
• Problem-Solving: Identifies discrepancies and develops practical solutions.
  
• Collaboration: Works effectively with finance teams, department leaders, and vendors.
• Integrity: Maintains confidentiality and follows established financial controls.
• Continuous Improvement: Identifies opportunities to enhance processes and operational efficiency.