Accounts Payable Specialist

Job Description

Job Description

About The Institutes

Located in beautiful Malvern, Pennsylvania, The Institutes® are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world.

Additionally, we understand the importance of work-life balance—in 2025 Philly.com named us a Top Workplace for the tenth year and USA Today named us a USA Top Workplace for the fourth year. We provide excellent benefits and a friendly, team-focused work environment to drive employee engagement.

Accounts Payable Specialist

The Accounts Payable Specialist is responsible for all aspects of processing vendor invoices, invoice discrepancy identification and resolution, vendor inquiries and discounts. The Accounts Payable Specialist is responsible for the delivery of ReqLogic training sessions or training materials to new employees and must oversee ReqLogic system maintenance or changes made by consultants. Accounts Payable Specialist must understand IRS rules governing 1099 forms and sales tax. Accounts payable interacts with all levels within and outside organization.

What You’ll Do:

• Review, verify and process invoices timely accurately and in accordance with published disbursement schedule, internal control policies and GAAP.
• Prepare, review, and process payments to vendors and employees via check, ACH, and/or wire transfer. Schedule payment timing incorporating company cash flow objectives. Submit weekly payment schedule to management for review.
• Manage and resolve Accounts Payable related issues and questions independently with company personnel or vendors. Communicate with vendors and bank regarding payments, wires, ach or positive pay related issues; always verifying any changes in payee information.
• Analyze and maintain certain general ledger account reconciliations – identify and provide rationale for variances with appropriate documentation. Review AP aging to identify and resolve potential issues.
• Design and develop Accounts Payable training documents and train accounting staff as backup.
• Manage and administrate ReQlogic and train others in its use: (1) Develop and implement training plan to onboard all new ReQlogic user, (2) Identify changes to IRS Form 1099 rules and liaise with consultants to implement required 1099 ReQlogic and Business Central system changes, and (3) Contact and manage resolution of ReQlogic system outage.
• Establish guidelines for maintaining proper records, approvals, documentation, and audit trails for all transactions.
• Participate in review and analysis of yze Vertex sales tax returns for accuracy and process the payment funding. Identify potential sales tax issues in light of IRS Wayfair rules.
• Participate and contribute to the monthly closing process through journal entry preparation, variance analysis, or other areas, as needed.
• Audit expense reports to identify and reconcile certain employee expense accounts.
• Identify IRS rule changes that effect issuance of 1099 and supervise Business Central changes needed. Prepare and distribute 1099s.
• Leverage report writing tools in existing financial applications to automate and streamline processes and reporting.
• Participate in the annual financial audit.
• Perform other related duties as assigned or requested.

What We’re Looking For:

• Self-starter and ability to work independently
• Customer service mind-set
• Attention to detail and accuracy
• Planning and Organizing/Time Management and ability to shift priorities
• Strong communication and interpersonal skills with all levels within and outside organization
• Analytical and problem-solving skills
• Ability to work well in a high-functioning team environment

Education and Experience

• Bachelor’s Degree preferred
• 5+ years managing an accounts payable process and professional accounting experience
• Proficient in MS Excel and experience with ERP system
• Knowledge and understanding of basic GAAP principles to facilitate account coding
• Must possess a high degree of accuracy and strong attention to detail

The Best Part? The Benefits!

To enforce the importance of work-life balance, employees enjoy excellent benefits, including:

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• On our Malvern campus: Free lunch every day when working on campus, onsite fitness center, and a beautiful 1.25-mile walking path!