Accounts Payable Specialist

Coordinate with Accounts Payable Supervisor to provide seamless AP workflow

Receive and process vendor invoices within 48 hours of receipt

Validate accurate general ledger account coding and data entry

Obtain proper invoice approval of invoices

Research and respond to email mailbox within 48 hours of receipt depending on urgency

Obtain required documentation from vendors (W-9, ACH info) as needed and archive accordingly

Review and reconcile vendor statements, and resolve outstanding items

Maintain proper storage of payables items using INDEX imaging system

Obtain proper invoice approvals

Clear portals

Clean up and reconcile aging report weekly

Payment Management

Coordinate with Accounts Payable Supervisor to provide seamless AP workflow

Prepare accounts payables weekly / daily and manual payment cycles as required

Apply manual payments / drafts to invoices

Process payments timely via corresponding payment methods

Process voids, stop payments, and resolve payment issues or payment status

Process and resolve daily bank exception report before bank cut-off time

CorPay enrollment updates

Vendor Management

Coordinate with Accounts Payable Supervisor to provide seamless AP workflow

Maintain vendor database to include vendor adds and changes

Obtain IRS vendor TIN matching and store in FB

Receive and process vendor invoices within 48 hours of receipt

CorPay initial vendor enrollment

Work with team to develop and implement an Enterprise Vendor solution to serve all IMC dept

Discovery and development of an AI OCR AP solution to automate the transaction entry process

Additional Responsibilities

Assist clients and managers with items of concern such as questions regarding expenses, vendors, etc.

Assist with special projects as assigned

Apply a team approach to completion of all month end reporting tasks

Weekly and monthly accounts payable reconciliations

Work vendor statements

Conduct all business in a highly ethical manner, exhibiting behavior, practices, and standards that uphold IMC core values

Perform other duties as assigned

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and / or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .

• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to :

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.