Senior Accounts Payable Specialist/ Analyst
360care, Louisville, KY, United States
The Senior Accounts Payable Specialist/ Analyst is responsible for the accurate and timely processing of vendor invoices, expense requests, and electronic payments across multiple entities. This role requires strong technical aptitude and hands‑on experience with modern, technology-driven ERP solutions and AP tools, including workflow automation, OCR, and enhanced invoice capture. The ideal candidate thrives in a fast-paced, technology-forward environment, demonstrates strong attention to detail, and contributes to process enhancement initiatives.
Essential Job Functions
Current State Manual Processes
Willing and able to handle the current manual, paper-heavy, and legacy Dynamics processes.
Perform highly manual, paper-based workflows while transitioning to the new ERP (e.g. manual coding in Excel, paper checks for ACH).
Receive, review, and organize all incoming invoices using technology-based AP platforms.
Validate accuracy, completeness, and compliance with company policies and contractual terms.
Utilize OCR and AI-driven tools for invoice intake, data extraction, and classification.
Accurately code invoices to the proper GL accounts, cost centers, projects, and entities.
Ensure all invoices include appropriate documentation and maintain accurate audit trails within the AP system.
Approval Workflow & Issue Resolution
Route invoices through electronic approval workflows and ensure timely approval.
Monitor workflow queues and troubleshoot exceptions using AP automation platforms.
Research and resolve invoice discrepancies in collaboration with internal teams.
Prepare and execute weekly and ad hoc payment runs including ACH, wire, virtual cards, checks, and other digital payment methods.
Reconcile payment batches and validate vendor banking instructions.
Maintain vendor information, payment preferences, and compliance documentation.
Respond to vendor inquiries regarding invoice and payment status.
Leverage AP automation tools, ERP systems, and AI workflows to improve speed, accuracy, and efficiency.
Assist with system implementations, upgrades, UAT, and ongoing refinement.
Support integration activities for AP-related systems to ERP and help validate AP-related system changes.
Serve as the AP functional lead during the company’s migration to a new cloud ERP.
Reconcile AP subledgers and assist with month-end close activities.
Ensure adherence to internal controls, audit requirements, and regulatory standards.
Support external auditors with documentation and reporting.
Actively supports and complies with all components of the compliance program, including, but not limited to, completion of training and reporting of suspected violations of law and Company policy.
Maintains confidentiality of all information; abides with HIPAA and PHI guidelines at all times.
Reacts positively to change and performs other duties as assigned.
Minimum Qualifications
Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent professional experience.
3+ years of Accounts Payable experience in a mid-to-large-sized organization.
Current System Expertise: Hands-on experience with older on-premise Microsoft Dynamics platforms are highly valued to manage current operations effectively during the selection and transition to a new ERP.
Proficiency with modern AP automation tools, including OCR, enhanced invoice capture, and workflow automation platforms (e.g., Tipalti, Stampli, MineralTree, Yooz, Bill.com).
Strong ERP experience (Oracle, NetSuite, SAP, Microsoft Dynamics, Intacct, or similar).
Strong technical aptitude and ability to learn new systems quickly.
Understanding of AP concepts including GAAP, 3‑way match, and invoice‑to‑pay workflow.
Excellent interpersonal, oral, and written communication skills.
Must be detail oriented and self‑motivated.
Anticipate needs in a proactive manner to increase satisfaction.
Take ownership of job responsibilities by initiating prompt and appropriate follow‑up and/or action to problems.
The Company reserves the right to modify any bonus/commission structure prospectively at any time for any reason. A bonus/commission is not considered earned until it is paid, and the employee remains with the Company at the time of payment.
Preferred Qualifications
Experience supporting multi‑entity organizations.
Familiarity with digital payment platforms and bank portals.
Prior involvement in AP process redesign, Automation rollout, or ERP implementation/testing.
Experience documenting Standard Operating Procedures (SOPs) and redesigning workflows for automation.
Experience working with AI-Based Workflow tools.
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Essential Job Functions
Current State Manual Processes
Willing and able to handle the current manual, paper-heavy, and legacy Dynamics processes.
Perform highly manual, paper-based workflows while transitioning to the new ERP (e.g. manual coding in Excel, paper checks for ACH).
Receive, review, and organize all incoming invoices using technology-based AP platforms.
Validate accuracy, completeness, and compliance with company policies and contractual terms.
Utilize OCR and AI-driven tools for invoice intake, data extraction, and classification.
Accurately code invoices to the proper GL accounts, cost centers, projects, and entities.
Ensure all invoices include appropriate documentation and maintain accurate audit trails within the AP system.
Approval Workflow & Issue Resolution
Route invoices through electronic approval workflows and ensure timely approval.
Monitor workflow queues and troubleshoot exceptions using AP automation platforms.
Research and resolve invoice discrepancies in collaboration with internal teams.
Prepare and execute weekly and ad hoc payment runs including ACH, wire, virtual cards, checks, and other digital payment methods.
Reconcile payment batches and validate vendor banking instructions.
Maintain vendor information, payment preferences, and compliance documentation.
Respond to vendor inquiries regarding invoice and payment status.
Leverage AP automation tools, ERP systems, and AI workflows to improve speed, accuracy, and efficiency.
Assist with system implementations, upgrades, UAT, and ongoing refinement.
Support integration activities for AP-related systems to ERP and help validate AP-related system changes.
Serve as the AP functional lead during the company’s migration to a new cloud ERP.
Reconcile AP subledgers and assist with month-end close activities.
Ensure adherence to internal controls, audit requirements, and regulatory standards.
Support external auditors with documentation and reporting.
Actively supports and complies with all components of the compliance program, including, but not limited to, completion of training and reporting of suspected violations of law and Company policy.
Maintains confidentiality of all information; abides with HIPAA and PHI guidelines at all times.
Reacts positively to change and performs other duties as assigned.
Minimum Qualifications
Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent professional experience.
3+ years of Accounts Payable experience in a mid-to-large-sized organization.
Current System Expertise: Hands-on experience with older on-premise Microsoft Dynamics platforms are highly valued to manage current operations effectively during the selection and transition to a new ERP.
Proficiency with modern AP automation tools, including OCR, enhanced invoice capture, and workflow automation platforms (e.g., Tipalti, Stampli, MineralTree, Yooz, Bill.com).
Strong ERP experience (Oracle, NetSuite, SAP, Microsoft Dynamics, Intacct, or similar).
Strong technical aptitude and ability to learn new systems quickly.
Understanding of AP concepts including GAAP, 3‑way match, and invoice‑to‑pay workflow.
Excellent interpersonal, oral, and written communication skills.
Must be detail oriented and self‑motivated.
Anticipate needs in a proactive manner to increase satisfaction.
Take ownership of job responsibilities by initiating prompt and appropriate follow‑up and/or action to problems.
The Company reserves the right to modify any bonus/commission structure prospectively at any time for any reason. A bonus/commission is not considered earned until it is paid, and the employee remains with the Company at the time of payment.
Preferred Qualifications
Experience supporting multi‑entity organizations.
Familiarity with digital payment platforms and bank portals.
Prior involvement in AP process redesign, Automation rollout, or ERP implementation/testing.
Experience documenting Standard Operating Procedures (SOPs) and redesigning workflows for automation.
Experience working with AI-Based Workflow tools.
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