AP Specialist - Vendor Maintenance (Contract-to-Hire)

Auditor's Office Harris County, TX; Houston (TX); Hybrid; USD 42,000 - 58,000; Full time

Job summary

Harris County Auditor's Office is seeking an AP Specialist – Vendor Maintenance in a contract-to-hire role. The position focuses on maintaining vendor data, 1099 reporting preparation, and high-volume accounts payable tasks.

It offers a hybrid work arrangement with initial on-site training and potential remote work after probation. The role requires 1–3 years in vendor or accounts payable roles, strong Excel skills, and familiarity with ERP systems such as PeopleSoft.

Qualifications

• High school diploma or equivalent.
• 1–3 years of experience in vendor/supplier management, purchasing, or a high-volume accounts payable invoicing environment.
• Thorough understanding of the full cycle AP process and 1099 payment reporting requirement.
• Proficiency in Microsoft Office, particularly Excel.

Responsibilities

• Serve as the primary contact for vendors updating their profiles (banking info, address, name changes).
• Ensure documentation (W-9, banking information, voided checks) is available for new vendors.
• Return incomplete documentation to vendors and assist with completion.
• Monthly review of new/modified vendor profiles for accuracy of remittance address and status.
• Prepare for 1099 reporting with year-end vendor maintenance tasks and bulk e-Serve verification.
• Escalate critical vendor setup issues to management when needed.

Skills

Vendor management

Accounts payable

Attention to detail

Education

High school diploma or equivalent

Tools

Excel

PeopleSoft or ERP system

Job description

Join Our Team as an AP Specialist – Vendor Maintenance!

Harris County, the third most populous county in the nation, provides an array of critical services to its community, including public health initiatives, disaster recovery efforts, toll road management, flood mitigation, and justice administration. The Harris County Auditor's Office plays an essential role in supporting these services by overseeing the financial operations of over 90 departments. Under the leadership of the County Auditor, the office includes the Accounting and Internal Audit divisions, ensuring integrity and efficiency in the county's fiscal management.

Ready to ignite your potential? Join our dynamic team as an AP Specialist – Vendor Maintenance in an exciting contract-to-hire opportunity and become an essential part of supporting Harris County operations!

We're seeking a detail-oriented professional with a strong understanding of 1099s, payment reporting, and accounts payable processes who thrives in a fast-paced, high-volume environment. If you're passionate about accuracy, efficiency, and making a meaningful impact in the community you serve, this opportunity offers the chance to showcase your skills, contribute to a dedicated team, and potentially transition into a permanent role.

Your next exciting chapter starts here!

About the Role

As an Accounts Payable Specialist, you will play an integral role in maintaining the integrity, compliance, timeliness, and accuracy of vendor data in the County that works with thousands of vendors throughout the year. This role demands flexibility to multi-task, problem-solving skills, a commitment to accuracy under pressure, and an ability to maintain professionalism in challenging situations.

The Accounts Payable department processes 1,500–2,000 claims daily - over 30,000 payments monthly, requiring an AP Specialist who values accuracy, efficiency, and exceptional customer service. While not a processor, this role makes hundreds of vendor updates monthly.

Key Responsibilities:

• Serving as the general first point of contact when vendors seek to modify their profile. (such as bank account information, address, name changes etc.)
• Ensuring all necessary documentation (e.g., valid W-9, proper banking information, voided checks) is made available to Purchasing for all new vendors being set up.
• Returning problematic documentation to vendors and assisting them with completion by pointing out deficiencies.
• Conducting a monthly review of all new and modified vendor profiles to ensure proper documentation is on file, and the vendors information is accurate with regards to remittance address, reporting status, etc.
• Performing yearend calendar tasks related to vendor maintenance in preparation for 1099 reporting, including the bulk e-Serve verification of all active vendors.
• Escalating critical issues surrounding vendor set ups/changes to management when solutions are not easily reached.

Essential Requirement:

To be considered for this role, you'll need:

• A high school diploma or equivalent.
• One to three (1-3) years of experience in vendor/supplier management, purchasing, or a high-volume accounts payable invoicing environment.
• Thorough understanding of the full cycle AP process and 1099 payment reporting requirement.
• Proficiency in Microsoft Office, particularly Microsoft Excel.

Ideal Attributes

Beyond the essentials, we're looking for someone who is:

• Accuracy and Attention to Detail: It's crucial for maintaining the integrity, compliance, timeliness, and validity of vendor data.
• Strong Communication Skills: Excellent verbal, listening, and written communication skills are required. The role involves being a primary point of contact for vendor data with diverse stakeholders, including external and internal business partners.
• Organizational Skills: The ability to plan and organize multiple tasks simultaneously is needed. This is important for managing a complex workload with many moving parts.
• Problem-Solving & Analytical Skills: Above‑average problem‑solving, critical thinking, and analytical skills are beneficial.
• Technical Proficiency: Experience with PeopleSoft or similar ERP systems is a significant plus.
• Customer Service Focus: A commitment to customer service is essential. This involves interacting with current and future vendors, responding to inquiries, assisting with documentation, and ensuring their accounts are set up correctly so they are eligible to receive payments.
• Adaptability and Flexibility: The best candidates are adaptable and flexible with the office environment, work schedule, and assignments. They should be willing work independently and as part of a team.
• Reliability and Consistency: Being consistent and reliable is a key characteristic of successful individuals in this role. Regular and predictable attendance is required.

General Information

• Position Type: Full-time | Contract-to-Hire
• Work Location: Harris County Auditor's Office, 1010 Lamar St. 8th Floor, Houston TX
• Work Environment: This position offers a hybrid work arrangement following the successful completion of training and demonstrated readiness to work independently from home. On-site attendance will be required during the initial training period, with eligibility for remote work based on demonstrated proficiency and operational needs.
• Schedule: Monday – Friday | 40 hrs. per week
• Physical Requirements: Ability to sit for extended periods of time, ability to push/pull up to 20 lbs. and lift/carry up to 20 lbs.

The mission of the Harris County Auditor's Office is to be an independent and progressive organization recognized for professionalism in carrying out the County Auditor's statutory duties and responsibilities. The vision of the Harris County Auditor's Office is to create and maintain an environment of sound fiscal management and efficient financial operations at all levels of county government, while providing support to Commissioners Court, County Officials, Department Heads, and the public with the highest level of integrity and financial stewardship.

Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx

This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate. Employment also contingent on passing a drug screen.