Accounts Payable Specialist

The Accounts Payable (AP) Specialist is responsible for processing and maintaining the organization’s vendor payments, expense tracking, and financial documentation. This role ensures that Eagle Lake Recovery Center’s financial operations run smoothly and that all invoices are handled accurately, efficiently, and in compliance with organizational policies and accounting standards.

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Position Details

Reports to: Finance Manager / Executive Director

Employment Type: Full-Time | On-Site or Hybrid (If Applicable)

Key Responsibilities

Invoice Processing & Vendor Payments

  • Review, code, and enter vendor invoices into accounting system
  • Ensure invoices are matched with purchase orders or service approvals
  • Verify accuracy of charges and resolve any discrepancies
  • Process check runs, ACH payments, and reimbursements in a timely manner
  • Maintain up-to-date and organized records of all payables

Recordkeeping & Reconciliation

  • Maintain vendor files, W-9s, and contracts
  • Reconcile vendor statements and follow up on outstanding balances or credits
  • Assist with month-end closing and general ledger reconciliation
  • Support the finance team in preparing audit-ready files

Reporting & Communication

  • Prepare accounts payable aging reports and expense tracking summaries
  • Communicate with vendors regarding payment status, documentation needs, or issues
  • Collaborate with purchasing or department heads for invoice approvals and expense allocations
  • Support the Finance Manager with ad hoc reporting as needed

Compliance & Controls

  • Ensure adherence to internal controls, accounting policies, and approval workflows
  • Handle confidential financial and vendor information with discretion
  • Help support compliance with grant, contract, or funder documentation if applicable

Qualitications

  • High school diploma or GED required; Associate’s or     Bachelor’s in Accounting or Business preferred
  • 1–3 years experience in accounts payable or general accounting
  • Familiarity with accounting systems (e.g., QuickBooks, Xero, Sage, etc.)
  • Proficiency in Microsoft Excel and Google Workspace
  • Excellent attention to detail and organizational skills
  • Strong communication and problem-solving abilities
  • Experience in healthcare or nonprofit finance is a plus
  • Minimum of one year sobriety if in recovery

Schedule and Environment

  • Full-time, typically Monday–Friday, 8:30 AM – 5:00 PM
  • Primarily on-site, with potential hybrid flexibility depending on workflow and leadership approval
  • Collaborative environment with interaction across departments