Accounts Payable Specialist

Heartland Dental LLC; Effingham (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

Heartland Dental LLC is seeking an Accounts Payable Specialist to join our growing AP team. This role emphasizes attention to detail and customer service while processing invoices and maintaining strong relationships with dental offices nationwide.

You will work with ERP systems and various digital platforms to ensure accurate coding, timely payments, and compliance with internal controls. The position reports to an AP Supervisor and participates in month-end close activities.

Qualifications

• 2+ years of experience in accounting, accounts payable, finance, or a related field preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, and Word.

Responsibilities

• Provide exceptional customer service through phone, email, and internal ticketing systems.
• Serve as a primary point of contact for supported dental offices regarding accounts payable inquiries, payment status, invoice processing, and vendor-related issues.
• Respond to inquiries promptly while maintaining a professional and customer-focused approach.
• Research and resolve invoice, payment, and vendor discrepancies by collaborating with internal and external stakeholders.
• Review and resolve invoices and supporting documentation that have been rejected, failed, or require additional review within invoice automation and workflow platforms.
• Analyze invoices and supporting documentation to ensure proper coding to general ledger accounts and cost centers.
• Verify the accuracy and completeness of invoice data before processing.
• Reconcile vendor statements and investigate outstanding balances or discrepancies.
• Assist with month-end closing activities and ensure transactions are processed accurately and within established deadlines.
• Maintain compliance with company policies, accounting procedures, and internal controls.
• Utilize ERP systems, invoice management software, Microsoft 365 applications, and workflow automation tools to perform daily responsibilities.
• Navigate multiple technology platforms simultaneously, including accounting systems, ticketing systems, document management solutions, and reporting tools.
• Identify opportunities for process improvements, automation, and operational efficiencies.
• Support system upgrades, process changes, and continuous improvement initiatives as assigned.
• Collaborate cross-functionally with Operations, Finance, Procurement, and other departments to achieve organizational goals.
• Participate in team meetings, training sessions, and department initiatives by sharing ideas and best practices.
• Maintain current knowledge of Accounts Payable processes, technology enhancements, and industry best practices.
• Complete special projects and additional duties as assigned.

Skills

Accounts Payable

Microsoft 365

Communication

Attention to detail

ERP systems

Education

Associate’s degree in Accounting/Finance/Business

Tools

ERP systems

Invoice management platforms

Ticket management systems

Workflow software

Job description

Position Summary

Heartland Dental is seeking a detail-oriented and customer-focused Accounts Payable Specialist to join our growing Accounts Payable team. This role plays a critical part in supporting more than 2,000 doctor-led dental offices nationwide by delivering exceptional service and ensuring the accurate and timely processing of accounts payable activities.

The ideal candidate will possess strong accounting knowledge, excellent communication skills, and the ability to thrive in a fast-paced, technology-driven environment. Responsibilities may vary based on business needs and include supporting offices, vendors, and internal team members through a variety of digital platforms while ensuring compliance with company policies and accounting standards.

Heartland Dental proudly supports more than 2,000 dental offices, 3,100 supported doctors, and over 26,000 team members across the country. We are a hardworking, collaborative, and growing organization seeking individuals who are passionate about providing outstanding service and continuously improving processes.

As part of the Accounts Payable Department, you will work alongside a team of approximately 50 AP professionals and report directly to an Accounts Payable Supervisor.

Essential Duties and Responsibilities

Customer Service & Office Support

• Provide exceptional customer service through phone, email, and internal ticketing systems.
• Serve as a primary point of contact for supported dental offices regarding accounts payable inquiries, payment status, invoice processing, and vendor-related issues.
• Respond to inquiries promptly while maintaining a professional and customer-focused approach.
• Research and resolve invoice, payment, and vendor discrepancies by collaborating with internal and external stakeholders.

Invoice Processing & Financial Support

• Review and resolve invoices and supporting documentation that have been rejected, failed, or require additional review within invoice automation and workflow platforms.
• Analyze invoices and supporting documentation to ensure proper coding to general ledger accounts and cost centers. Do we need this?
• Verify the accuracy and completeness of invoice data before processing.
• Reconcile vendor statements and investigate outstanding balances or discrepancies.
• Assist with month-end closing activities and ensure transactions are processed accurately and within established deadlines.
• Maintain compliance with company policies, accounting procedures, and internal controls.

Technology & Process Improvement

• Utilize ERP systems, invoice management software, Microsoft 365 applications, and workflow automation tools to perform daily responsibilities.
• Navigate multiple technology platforms simultaneously, including accounting systems, ticketing systems, document management solutions, and reporting tools.
• Identify opportunities for process improvements, automation, and operational efficiencies.
• Support system upgrades, process changes, and continuous improvement initiatives as assigned.

Team Collaboration

• Collaborate cross-functionally with Operations, Finance, Procurement, and other departments to achieve organizational goals.
• Participate in team meetings, training sessions, and department initiatives by sharing ideas and best practices.
• Maintain current knowledge of Accounts Payable processes, technology enhancements, and industry best practices.
• Complete special projects and additional duties as assigned.

Minimum Requirements:

• Minimum of 2 years of experience in accounting, accounts payable, finance, or a related field preferred.
• Working knowledge of accounting principles and Accounts Payable processes.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Demonstrated analytical, problem-solving, and critical-thinking abilities.
• Proficiency with Microsoft Office 365 applications, including Outlook, Excel, Teams, and Word.
• Ability to learn and effectively utilize ERP systems, invoice management platforms, and other financial technologies.
• Strong verbal and written communication skills.
• Excellent customer service and relationship-building skills.
• Ability to manage multiple priorities in a fast-paced environment while meeting deadlines.
• Ability to work independently and collaboratively as part of a team.
• Strong sense of accountability, professionalism, and sound judgment.
• Ability to adapt successfully to change and evolving business needs.
• Commitment to maintain confidentiality and handling sensitive information appropriately.

Desirable Qualifications:

• Associate’s degree in accounting, Finance, Business Administration, or a related field.
• Previous Accounts Payable experience.
• Experience supporting customers, field operations, or business partners in a service-focused environment.
• Experience working with ERP systems, invoice automation platforms, ticket management systems, or workflow software.
• Experience working in a high-volume transaction processing environment.

We put our people first at Heartland Dental, and that shows in our generous benefits package.

Company retains the sole discretion to change the duties of the position at any time.

We provide all employees and applicants for employment the protections of federal, state, and local laws affording equal opportunity in employment.