Accounts Payable Specialist

Santa Fe Recovery Center, Inc; Santa Fe (NM); On-site; USD 35,000 - 55,000; Full time

Job summary

Santa Fe Recovery Center, Inc is seeking an Accounts Payable Specialist responsible for processing invoices, managing vendor payments, and maintaining organizational records. This full-time role requires a high school diploma, with preference for candidates holding an Associate's or Bachelor's degree in accounting or finance. Applicants should have experience in accounts payable, strong analytical skills, and proficiency with QuickBooks and Microsoft Excel. Join us to ensure compliance with financial regulations and support our operational success.

Qualifications

• One to two years’ experience in accounts payable or a related financial role preferred.
• Ability to spot errors and discrepancies in transactions.
• Strong verbal and written communication to interact with vendors.

Responsibilities

• Review and verify invoices for accuracy and necessary approvals.
• Process and schedule payments via various methods.
• Maintain organized records of all invoices, payments, and documentation.

Skills

Attention to detail

Communication skills

Analytical skills

Problem-solving abilities

Time management

Education

High school diploma

Associate's or Bachelor's degree in accounting or finance

Tools

QuickBooks

Microsoft Excel

Job description

The Accounts Payable Specialist is responsible for ensuring timely and accurate processing of all invoices, vendor payments, and expense reports. They help manage company finances by maintaining strong relationships with suppliers and vendors. This role is vital to ensure compliance with financial and contractual regulations as well as ensuring smooth financial operations.

Requirements

Key Responsibilities

• Review and verify invoices for accuracy, ensuring that all necessary approvals are obtained.
• Match invoices to purchase orders and receipts to ensure consistency.
• Enter invoices into the accounting system and ensure all details are captured correctly.
• Maintain accurate records of vendor accounts and update contact details regularly.
• Communicate with vendors regarding payment status and resolve any discrepancies.
• Process and manage vendor credit memos.

Payment Processing

• Process and schedule payments (via checks, ACH transfers, wire payments, etc.).
• Prepare payment runs and ensure timely disbursement of funds.
• Ensure payments comply with company policies and adhere to payment terms.

Expense Reports

• Review and process employee expense reports in accordance with company policy.
• Reconcile discrepancies in expense reports and work with employees to resolve any issues.

Credit Cards

• Maintain electronic credit card system keeping updated with approval workflows and integration with accounting system in accordance with company policies.
• Review and process credit card transactions between credit card and accounting systems.

Recordkeeping & Reporting

• Maintain organized records of all invoices, payments, and related documentation for future reference and audits.
• Assist in month-end and year-end closing activities, including reconciling Accounts Payable transactions.

Compliance

• Ensure compliance with company policies, financial regulations, and contract requirements.
• Prepare documents and reports for audits as needed.

Skills and Qualifications

• High school diploma required.
• Associate's degree or Bachelor’s degree in accounting, finance, or related field preferred.
• One to two years’ experience in accounts payable or a related financial role preferred.
• Familiarity with accounting software (e.g., QuickBooks) and Microsoft Excel.
• Ability to spot errors and discrepancies in transactions and system integrations.
• Strong verbal and written communication to interact with vendors and internal teams.
• Ability to manage multiple tasks and prioritize efficiently.
• Strong analytical and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Team player with the ability to work independently.

Working Conditions

• Full-time position (standard office hours).
• May involve occasional overtime during month-end or year-end closing periods.