Job Description
Job Description
The Accounts Payable Lead is a key member of the Finance team responsible for leading and coordinating the organization's accounts payable processes across a multi-site healthcare organization. This position serves as the day-to-day functional lead for Accounts Payable and is responsible for ensuring vendor invoices, employee expenses, payment transactions, vendor records, and related accounting activities are processed accurately, timely, and in accordance with established financial controls, policies, contracts, and accounting standards. The Accounts Payable Lead will help manage and continuously improve the organization's AP program, including workflow standardization, vendor management, payment processes, internal controls, reconciliation, automation, and centralization. The successful candidate will have hands-on experience managing an accounts payable function in a high-volume environment and must have experience using a Sage financial/accounting platform. Healthcare experience and experience supporting multiple locations, vendors, and departments are important to success in this role.
Job Requirements
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Accounts Payable Leadership & Operations
• Serve as the functional lead for the day-to-day accounts payable process and workflow.
• Coordinate the accurate and timely processing of invoices across multiple locations, departments, and legal entities.
• Manage high-volume invoice processing while ensuring appropriate coding, documentation, approvals, and authorization.
• Review invoices and supporting documentation for accuracy, completeness, appropriate approval, and compliance with company policies.
• Coordinate weekly ACH, electronic payment, and check runs.
• Review payment batches for completeness and accuracy before final approval and release by authorized personnel.
• Process and reconcile employee expense reports in accordance with company policies.
• Monitor AP aging and outstanding obligations to ensure timely payment and avoid unnecessary late fees, duplicate payments, or disruption of vendor relationships.
• Research and resolve invoice discrepancies, duplicate invoices, credits, payment discrepancies, outstanding checks, and vendor inquiries.
• Maintain accurate and complete accounts payable documentation and records.
Vendor & Contract Management
• Lead vendor setup and maintenance processes, including collection and validation of required documentation such as W-9s and payment information.
• Maintain accurate vendor master data within the financial system.
• Support vendor onboarding, changes, terminations, and ongoing account maintenance.
• Review invoices against applicable vendor agreements, contracts, pricing schedules, and established payment terms.
• Identify discrepancies between contractual terms and vendor invoicing and coordinate resolution with internal stakeholders and vendors.
• Assist Finance and organizational leaders with vendor-related questions, payment history, invoice disputes, and contract-related financial information.
• Support efforts to consolidate vendors and improve vendor management processes where appropriate.
• Help identify opportunities for improved pricing, payment terms, efficiency, and financial controls.
Accounting, Reconciliation & Month-End
• Support month-end and year-end close processes.
• Prepare AP-related reconciliations, schedules, reports, and supporting documentation.
• Perform account research and analysis to identify trends, unusual activity, significant changes, and potential errors.
• Assist with general ledger reconciliation related to Accounts Payable.
• Maintain and reconcile intercompany Accounts Payable transactions.
• Assist with accruals and identification of outstanding liabilities as needed.
• Provide supporting documentation for financial statement preparation and close activities.
• Assist with annual financial audits and other internal or external audit requests.
• Support preparation, reconciliation, and issuance of Forms 1099 and related vendor tax reporting.
• Maintain appropriate supporting documentation in accordance with company record-retention requirements.