Accounts Payable Specialist

Reports To: Director of Accounting 

Location: San Antonio, TX (onsite)

Employment Type: Full-Time

Position Summary:

Our PEO (Professional Employer Organization) Accounts Payable Specialist is responsible for managing the accounts payable process in a multi-client, high-volume environment. This role requires attention to detail, efficient processing, and the ability to handle complex billing and vendor relationships across multiple organizations. The ideal candidate excels at multitasking, is familiar with payroll-related accounts payable, and demonstrates strong communication skills.

Key Responsibilities:

1. Invoice and Payment Processing:

   • Review, verify, and process vendor invoices for multiple clients in compliance with client-specific policies and procedures.
   • Code invoices to appropriate general ledger accounts, cost centers, or client-specific accounts.
   • Prepare and process payments (checks, ACH, wire transfers) in accordance with established timelines and terms.

2. Client and Vendor Management:

   • Serve as the primary contact for vendors and clients regarding invoice and payment inquiries.
   • Ensure vendor accounts are up to date, including reconciliation of statements and resolving discrepancies.
   • Maintain accurate records for each client, ensuring compliance with contractual agreements and regulations.

3. Reconciliation and Reporting:

   • Perform periodic reconciliations for accounts payable sub-ledgers across multiple clients.
   • Assist with the preparation of client-specific financial reports related to accounts payable.
   • Monitor payment terms to maximize client cash flow efficiency and manage aging reports.

4. Compliance and Record-Keeping:

   • Ensure compliance with tax regulations, including W-9 forms, 1099 reporting, and other applicable requirements.
   • Maintain accurate and organized records for all transactions in a multi-client database.
   • Support audits and provide requested documentation for compliance reviews.

5. System and Process Management:

   • Work within the PEO’s accounts payable systems and tools to manage client workflows.
   • Identify and recommend process improvements to enhance efficiency and accuracy in a multi-client setting.
   • Assist in implementing system updates or changes impacting accounts payable processes.

6. Collaboration:

   • Partner with payroll, benefits, and client service teams to ensure seamless integration of accounts payable processes.
   • Coordinate with the finance team to address interdepartmental questions or issues.

Qualifications

-   Associate's or Bachelor’s degree in Accounting, Finance, or a related field preferred

-   Minimum of 2 years of accounts payable experience, preferably within a PEO or multi-client environment.

- Experience with accounting systems (e.g., QuickBooks, SAP, NetSuite) and proficiency in Microsoft Office Suite, particularly Excel.

Skills:

- Strong organizational and multitasking abilities in a high-volume, multi-client setting.

- Excellent communication and problem-solving skills.

- Familiarity with payroll-related accounts payable and tax reporting requirements.

- Knowledge of GAAP and compliance standards applicable to PEOs.

Additional Requirements:

- Ability to prioritize tasks and meet strict deadlines.

- Experience with 1099 reporting and vendor compliance.

- Understanding of PEO industry operations is a plus.