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AP Specialist (refill)

Charlestown, MA 02129

Posted: 03/15/2023 Employment Type: Contract Job Category: Accounting & Finance Job Number: 548288 Country: United States Is job remote?: No

Job Description

The AP Specialist is responsible for all aspects of the accounts payable function   The AP Specialist may also fulfill administrative support duties for the Financial Services Office and help with special projects.  


  • Processes vendor invoices, ensures approval by the proper budget manager, accurately codes invoice to the proper account and department, timely enters invoices into payable system, issue reminders to all employees on due dates of various A/P and credit card submissions. 

  • Maintains orderly files for unprocessed, unpaid and paid invoices. 

  • Processes recurring vendor payments each month, and records vendor auto-debit and other vendor ACH payments.  

  • Timely opens paper and electronic mail and distributes invoices to appropriate budget manager for approval.   

  • Obtains W-9s for new vendors and ensure compliance with 1099 information reporting requirements.   

  • Assist with processing employee reimbursement requests, including the following:  verifies that receipts and other documentation have been provided, verifies numerical accuracy, accurately codes request to the proper account and department, and timely enters request into payable system. 

  • Prepares weekly summary of the account payable aging, selects vouchers to pay based on due date and budget provided and timely provides summary to Controller for approval.                        

  • Performs weekly check runs and mails vendor payments.                                 

  • Take an active role in assisting us convert from a highly intensive paper Accounts Payable process, to a cloud-based, work flow style, automated payment system (i.e. 

  • Maintains electronic vendor files in payable system, including:  setting up new vendors, updating payment terms, updating addresses when needed and periodically reviewing vendor master file for inactive vendors. 

  • Responds to vendor and employee inquiries in a timely manner and proactively resolves problems.  Researches problem accounts and resolves with vendors. 

  • Responsible for preparing 1099 MISC information returns for the calendar year. 

  • Assists in the stale check liability and abandoned property process. 

  • Responsible for annual audit schedules and inquiries for areas of responsibility. 

  • Able to manage stress and work under pressure while multitasking under deadlines. 


  • 3+ years of accounts payable experience required, preferably in a multi-site environment.   

  • Knowledge of accounts payable systems a must.  

  • Experience using a cloud-based paperless AP system preferred but not required. 

  • Microsoft Dynamics SL or GP preferred. 

  • Experience in Higher Education or Non-Profit Organization preferred but not required. 

  • Demonstrated sophistication using computer applications.  Must be proficient with basic functions of Excel. 

  • Ability to maintain confidentiality of data mandatory.  


  • Solid organizational skills, accuracy and attention to detail a must. 

  • Strong team member, but has initiative and is able to work independently with minimal supervision. 

  • Demonstrated ability to effectively handle multiple tasks, duties, responsibilities and shifting timelines while meeting deadlines. 

  • Demonstrated excellent written and verbal communication skills. 
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