Job Description
Job Description
Job Title
Accounts Payables Specialist
Reports To
Controller
Job Code
ADAP
Prepared By
Human Resources
Division
Administration
Approved Date
2025_10
FLSA Status
Non Exempt
Review Date
2026_10
Summary
The Accounts Payable Specialist is responsible for performing all aspects of accounts payable processing, including invoice management, payment execution, vendor maintenance, and related administrative duties. This position requires strong attention to detail, accuracy, and professionalism in support of the Association’s financial operations.
Relationships
- Reports To : Controller
- Indirectly Reports To : Staff Accountant
- Works With : Accounting team members and department supervisors across the organization
Primary Duties and Responsibilities
Accounts Payable
Receive and process invoices from all departments.Verify purchase orders, quantities, and descriptions against invoices.Ensure proper departmental coding and approvals prior to payment.Enter invoices into accounting software and post entries accurately.Sort, match, and obtain required signatures for check approvals.Process check runs and ACH payments.Track use tax and ensure sales and use tax payments are made on time.Maintain organized and current vendor files with proper documentation.Monitor monthly statements to ensure no past-due invoices.Create and update accounting file labels and filing systems.Manage automatic payments, verify coding, and maintain payment records.Review, void, or reissue checks as necessary.Manage KeyBank credit card balances for departments and reconcile activity.Coordinate with department heads to resolve invoice or payment discrepancies.Facilitate responses for payable inquiries and vendor communications.Utilities
Process all utility invoices (gas, water, energy) and ensure timely payment.Code all utility expenses properly in accounting software and Excel tracking sheets.Maintain spreadsheets for each utility vendor and verify billing accuracy.Detach and mail remittance forms with payments as required.Refunds and Deposits
Verify all refunds related to room deposits and other reimbursements.Confirm deposit entries in the accounting system or AR notebooks.Record batch numbers and maintain documentation.File and organize bank deposit summaries with attached receipts.Month-End Responsibilities
Ensure all invoices and utilities for the month are processed and recorded.Reconcile automatic payments and KeyBank transactions.Confirm all monthly accounts payable activity is accurate and complete.Vendors and Compliance
Maintain current insurance certificates and W-9 forms for all vendors.Track and update vendor contact information in accounting software.Assist vendors with inquiries regarding payment status.Process and maintain credit applications as needed.Audit and Reporting
Prepare invoices and related documentation for annual audits.Confirm all invoices are properly coded and approved.Follow up with departments to complete missing documentation.Mail and Correspondence
Distribute incoming mail within the accounting department.Prepare and post outgoing mail, including check runs and vendor correspondence.Update vendor address information in the accounting system for returned mail.Backup Support
Serve as backup for Accounts Receivable, including daily deposits and other AR functions as needed.Perform additional accounting or administrative duties as assigned.Qualifications and Requirements
Valid Colorado driver’s license and automobile insurance.Reliable transportation and good driving record.Ability to lift up to 45 pounds.Normal sight and hearing (corrective lenses and hearing aids acceptable).Education / Experience
High school diploma or equivalent required.Minimum one (7) years of accounts payable experience preferred.Prior experience in a multi-departmental environment desirable.Knowledge, Skills, and Abilities
Proficient in Microsoft Office (Outlook, Word, Excel) and accounting software.Strong attention to detail and ability to manage multiple priorities.Excellent communication and customer service skills.Ability to maintain confidentiality and accuracy in financial transactions.Strong organizational and time-management skills.Working Conditions
Encountered on a regular basis as part of the work this job performs.
Never
Occasionally
(0-30%)
Frequently
(31-60%)
Continuously (61-100%)
Lifting or Carrying :
1-10 lbs
11-20 lbs
21-40 lbs
41-60 lbs
61 + lbs
Pushing or Pulling : 1-40 lbs
41-60 lbs
61 + lbs
Bending or Stooping
Reaching Above Shoulder Level
Driving Automatic Equipment Vehicles
Working with Machinery
Climbing
Walking
Standing
Sitting
Working in Extreme Temperatures
BENEFITS
Heather Gardens offers a generous benefits package (that begin the 1st of the month following 30 days of employment) that includes :
Medical Plans (Aetna & Kaiser)HSA
FSADentalVisionEmployer Paid Life & Disability (with buy up option)401k with 5% company matchMetLife Voluntary BenefitsPet WellnessEmployee Assistance Program (EAP)Uniform & Shoe Allowance