Accounts Payable Specialist (AP Specialist)

Job description

Accounts Payable Operations Process high-volume invoices accurately and timely in accordance with established service level expectations. Review invoices for appropriate approvals, supporting documentation, GL coding, and policy compliance. Match invoices to purchase orders and receive documentation using 2-way and 3-way matching processes. Investigate and resolve invoice discrepancies, exceptions, pricing variances, and approval delays. Monitor AP workflow queues and proactively follow up on outstanding approvals. Assist with maintaining invoice processing metrics, cycle times, and workload management. Support recurring payment processing and ensure timely vendor payments. Vendor Onboarding, Relations, & Payment Administration Process vendor setup requests following Procurement approval. Validate vendor information in accordance with established internal controls and fraud-prevention procedures. Serve as a primary point of contact for vendor payment inquiries. Research and resolve payment issues, missing invoices, credits, unapplied cash, and account discrepancies. Assist in preparing payment runs including ACH, virtual card, wire, and check payments. Coordinate with Treasury and AP leadership to ensure timely and accurate payment execution. Reconcile vendor statements and proactively resolve outstanding balances. Expense Management, T&E & Corporate Cards Review employee expense reports for completeness, policy compliance, and proper coding. Monitor receipt compliance and policy adherence for corporate card transactions. Assist with cardholder onboarding, offboarding, card maintenance, and spending limit updates. Research policy exceptions and escalate unusual transactions as appropriate. Support administration of spend management platforms such as Ramp, BILL/Divvy, or similar solutions. Month-End Close Support Assist Accounting with month-end AP close activities. Support accrual preparation by identifying unrecorded liabilities and outstanding invoices. Research open AP balances, credits, aging items, and unresolved exceptions. Prepare vendor statement reconciliations and supporting schedules as requested. Assist with 1099 reporting. Controls, Compliance & Audits Follow established AP policies, procedures, and internal controls. Ensure invoices and payments comply with approval matrices and delegated authority requirements. Support internal and external audit requests by providing documentation and transaction support. Help identify process inefficiencies and recommend improvements to strengthen controls and productivity. Maintain complete and accurate records in accordance with company retention policies. Process Improvement & System Utilization Utilize Coupa, Coupa Pay, NetSuite, and related financial systems to efficiently process transactions. Assist with supplier enablement efforts, including electronic invoicing and ACH enrollment. Participate in AP automation initiatives and process improvement projects. Contribute to reducing manual processing through workflow optimization and exception resolution. 3-5+ years of progressive Accounts Payable experience in a high-volume environment. Experience supporting multi-entity and/or multi-location organizations preferred. Experience processing invoices, vendor payments, reconciliations, and vendor maintenance. Hands-on experience with AP automation or procure-to-pay systems required. Experience with Coupa, Coupa Pay, SAP Ariba, Oracle, NetSuite, or similar enterprise systems preferred. Understanding of invoice matching (2-way and 3-way match), approval workflows, and AP controls. Knowledge of ACH, virtual card, wire, and check payment processes. Experience with corporate card and expense management programs preferred. Strong organizational skills with exceptional attention to detail and accuracy. Ability to prioritize multiple deadlines and manage competing priorities. Effective written and verbal communication skills. Strong problem-solving and customer service mindset. Advanced proficiency in Microsoft Excel preferred. Job Type: Full-time Experience: 3-5 years AP processing experience Strong invoice processing experience Multi-entity AP exposure Experience with ERP/AP platforms - preferably Coupa/Coupa Pay or Ariba Some vendor onboarding responsibilities Education: Associates in Accounting, Finance, Business or related fields (Required) Bachelor’s degree (preferred) Certifications/Licenses: CAPA – Certified Accounts Payable Associate (preferred) Integrated Dermatology and it's entities provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Integrated Dermatology is a leading national dermatology practice that acquires and partners with dermatology practices across the United States. Our culture is a reflection of our people—hard-working, dynamic individuals who collaborate to support the success of our partner dermatologists and the continued growth of our organization. Integrated Dermatology is seeking an experienced Accounts Payable Specialist to support the day-to-day accounts payable and payment operations of a rapidly growing, multi-state, multi-entity healthcare organization. Reporting to the Director of Accounts Payable, this individual will be responsible for accurate and timely invoice processing, vendor maintenance, payment preparation, account reconciliations, and related AP activities across physician practices and corporate entities. The ideal candidate is detail-oriented, organized, and comfortable working in a high-volume environment with multiple legal entities, approval workflows, and competing priorities. This individual will work closely with Accounting, Procurement, Treasury, Operations, and practice-level personnel to resolve discrepancies, maintain accurate records, strengthen controls, and ensure vendors are paid accurately and on time. This is a hands-on role for someone who takes ownership of their work, enjoys solving problems, and looks for ways to improve processes and efficiency.