Accounts Payable Specialist

gatewaystaff; Southlake (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

GatewayStaff is seeking an experienced accounts payable specialist to manage vendor invoices, reimbursements, and payments. You will route transactions for approvals, schedule payments, and maintain detailed financial records and controls.

The role involves supporting mission-related payments, monitoring budgets, and coordinating with the global accounting function to ensure compliant, timely disbursements.

Responsibilities

• Receives, reviews, codes, and processes vendor invoices, employee reimbursements, contractor payments, and other payment requests.
• Routes transactions through the ApprovalMax workflow and follows up on missing information or delays.
• Schedules approved invoices for payment and maintains records of payments and related documents.
• Assists with missions disbursements, and tracks payments against budgets and commitments.
• Maintains internal controls and reports on exceptions or discrepancies.

Job description

• Receives, reviews, codes, and processes vendor invoices, employee reimbursements, contractor payments, and other payment requests, confirming documentation, business or ministry purpose, and required approvals.
• Routes transactions through the appropriate ApprovalMax workflow, monitors them through approval, and follows up on missing information, coding questions, or delayed approvals.
• Schedules approved invoices for payment and assists with payment runs; maintains accurate records of checks, ACH transactions, electronic payments, credits, refunds, and voided payments.
• Works with the global department's coordinator, and helps oversee recurring and special missions disbursements, missionary support, and designated missions gifts, maintaining a current disbursement schedule and verifying approved funding sources and authorizations.
• Works with the global department's coordinator and helps track missions payments against approved commitments and budgets, prepares periodic missions reports, and notifies leadership of expiring commitments, changes in payment instructions, or insufficient designated funds.
• Serves as the organization-wide ApprovalMax support contact, training employees, maintaining user guides, monitoring dashboards for stalled or incomplete transactions, and coordinating workflow and user access changes.
• Administers vendor onboarding and tax documentation, obtains Forms W-9, verifies changes to payment or banking instructions, and supports annual Form 1099 preparation done by a third party.
• Conduct periodic internal audits to review employee reimbursement and credit card documentation for receipts, business purpose, coding, and approval, and follows up on outstanding documentation. It is the manager's responsibility to review these items for every transaction.
• Maintains internal controls and separation of duties, does not release payments without required approvals, and immediately reports suspected fraudulent invoices, altered payment instructions, or phishing attempts.
• Researches duplicate invoices, overpayments, unapplied credits, and vendor discrepancies, and reconciles vendor statements to accounts payable records.
• Submits complete accounts payable and missions documentation to the outsourced accounting firm by established deadlines and supports month-end, year-end, and audit requests.
• Performs other duties as assigned.