Accounts Payable Specialist

The Accounts Payable department is responsible for making payments owed by the company and association to suppliers and other creditors, paying vendor invoices or bills, and recording the company’s short-term debts.  

To work in Accounts Payable, an employee must apply accounting principles and handle work that is analytical, evaluative, and advisory in nature and that requires an understanding of both accounting theory and practice. Account Payable clerks are expected to have the ability to pay attention to detail and enter a high volume of data. They are in daily communication with other employers and vendors. 

Accounts Payable Roles & Responsibilities 

• Post business transactions, process invoices, verify financial data for use in maintaining accounts payable records. 

• Provide other clerical support necessary to pay the obligations of the association.  

• Maintain meticulous records of outstanding payables. 

• Ensure the accuracy of the association’s financial documents for payment, auditing, and tax purposes. 

• Protect association against unintentional overpayment. 

• Practice effective monitoring to ensure payments are made to vendors in a timely manner. 

• Investigate any questionable invoice items, prices, or signatures. 

• Assemble and review invoices to be completed for payment. 

• Maintain copies of invoices or correspondence necessary for files. 

• Provide periodic reports and other records. 

• Obtain proper information and/or approval regarding invoice payments. 

• Check vendor files for any previous payments and assign voucher numbers. 

• Maintain updated vendor insurances coverage and request updates as needed. 

• Input daily bookkeeping and record keeping. 

• Keeping track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc. 

• Reconciling processed work by verifying entries and comparing system reports to balances (i.e., Accounts Payable reports).  

• Maintaining historical records. 

• Reach out to set up new HOAs utilities and vendors with necessary information. 

• Preparing analyses of accounts and producing monthly reports. 

• Continuing to improve the payment process. 

• Train boards on how to approve invoices on the portal. 

• Establish a relationship with the Board contact from each community assigned for AP, most likely the treasurer so that questions and concerns can be communicated with either by phone, email or in person.  

• Be a “team player” within the accounting department and be willing to cross train or to fill in while other team members are out sick or on vacation.  

• Other projects as assigned by supervisor. 

Requirements

This is a full time job

Rate is $6-$7/hr depending on experience

100% Remote