Accounts Payable Operations Specialist

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The Accounts Payable Operations Specialist provides advanced operational leadership and subject-matter expertise across Accounts Payable Processing and Accounts Payable Support functions. This position serves as a key operational partner to the AP Operations Manager and provides day-to-day coordination, guidance, escalation support, and process oversight across multiple AP functions.

This role is responsible for helping ensure accurate, timely, and efficient processing of invoices and resolution of AP-related inquiries while identifying opportunities to improve processes, strengthen controls, enhance service levels, and promote consistency across the department.

This role works closely with AP leadership, team leads, internal business partners, vendors, and other stakeholders to resolve complex issues and support the overall effectiveness of AP operations.

RESPONSIBILITIES

Operational Leadership

• Provide day-to-day operational support and leadership across AP Invoice Processing and AP Support functions.
• Serve as a senior escalation point for complex invoice, payment, reconciliation, and customer-service issues.
• Monitor workflow, workload, service level agreements, and operational priorities across teams and assist with resource allocation as needed.
• Partner with the AP Operations Manager to identify operational risks, staffing needs, workflow challenges, and opportunities for improvement.
• Provide leadership coverage and operational support in the manager's absence.
• Promote consistency in processes, procedures, service expectations, and internal controls across AP functions.

Invoice Processing & AP Support

• Provide subject-matter expertise related to invoice processing, invoice inquiries, and AP procedures.
• Partner with Team Leads and provide operational oversight and guidance to the Invoice Processing and AP Support teams, including inquiry resolution, issue escalation, and service-level expectations.
• Facilitate communication and collaboration between Invoice Processing and AP Support to ensure timely resolution of invoice-related issues.
• Assist in identifying recurring issues and root causes that affect invoice processing, payment accuracy, or customer/vendor experience.

Team Leadership & Development

• Provide coaching, guidance, and subject-matter support to team leads and AP associates.
• Support the development of employees by identifying training needs, knowledge gaps, and opportunities for cross-training.
• Promote accountability, teamwork, continuous learning, and a customer-focused approach.
• Support performance management activities and provide feedback regarding employee performance when appropriate.

Reconciliation & Financial Controls

• Provide expertise and oversight related to account reconciliations and the resolution of discrepancies.
• Investigate complex discrepancies and coordinate with appropriate internal departments to determine root causes and corrective actions.
• Identify trends or recurring reconciliation issues and recommend process or control improvements.
• Assist with audit requests, internal controls, documentation, and compliance-related activities.

Reporting & Performance Managemen t

• Monitor and analyze operational metrics related to invoice processing, inquiry resolution, productivity, accuracy, aging, and service levels.
• Prepare and/or assist with recurring operational reporting for AP leadership.
• Use data to support staffing, workload, process improvement, and operational decisions.
• Develop and maintain performance measures that support department objectives.

Process Improvement

• Identify opportunities to streamline AP processes, reduce manual effort, eliminate recurring issues, and improve cycle times.
• Lead or participate in process-improvement initiatives and cross-functional projects.
• Develop, update, and maintain standard operating procedures and process documentation.
• Support implementation of new processes, systems and policies.
• Promote standardization and best practices across AP operations.
• Evaluate recurring issues and recommend sustainable solutions rather than relying solely on transactional resolutions.

Minimum Requirements

Education & Licenses

• Bachelor’s degree in Business Administration or a related field preferred, OR
• High School Diploma/equivalent with at least four (4) years of experience in a corporate, financial, accounting, accounts payable, or related business operations environment.
• Demonstrated knowledge of Accounts Payable operations, invoice processing, reconciliation, and customer/vendor support

Experience

• Significant experience in Accounts Payable or a related Finance/Accounting operations environment
• Strong knowledge of invoice processing, AP procedures, reconciliation, and issue resolution
• Demonstrated ability to analyze complex problems and identify root causes
• Strong written and verbal communication skills
• Demonstrates and make sound operational decisions
• Strong organizational and time-management skills
• Experience working with multiple teams, stakeholders, or business functions
• Proficiency with Microsoft Office, particularly Excel
• Previous experience serving as a team lead

Knowledge, Skills and Abilities

• Accurate basic mathematical skills
• Advanced knowledge of Oracle or other similar ERP accounting software
• Cognitive ability including reasoning, planning, identify problems, comprehend ideas, learn quickly, learn from experience, and appropriately apply learning to new situations.
• Process and results oriented, motivated to keep projects moving ahead by identifying obstacles and exploring alternatives
• Applies best practices
• Knowledgeable in discipline and industry acumen
• Must have a positive attitude, a drive to continually advance your understanding of the industry and business, and is highly self-motivated
• Ability to build professional and trusting business relations across the department.
• Serve as a liaison between AP Processing, AP Support, Reconciliation, Expense Operations, and other internal business partners.
• Be able to work independently.