Accounts Payable Specialist - Hybrid Position

Description

Familia Dental and Vivid Smiles is looking for a highly motivated Accounts Payable Specialist to join our thriving dental group and build a stable career in the recession-resistant dental healthcare industry. We offer a hybrid work schedule with 2 days per week working from home and 3 days onsite at the corporate office located in Schaumburg, IL providing the perfect balance of flexibility and team collaboration.

About The Company

Familia Dental & Vivid Smiles offers the best in patient care. With dental clinics in five states, we are truly family focused seeing both children and adults. Our employees, including those of us that work out of our corporate headquarters, make a difference in the lives of our patients by helping individuals receive dental treatment that they likely would not have access to were it not for Familia Dental.

Job Purpose

The Accounts Payable Specialist is responsible for managing the company's payment obligations to vendors, suppliers, and employees. This role ensures accurate and timely processing of invoices while maintaining strong internal controls, vendor relationships, and compliance with company policies.

Responsibilities

The AP Specialist supports the Controller with invoice and payment processing, vendor management, reporting, Employee Expense reports and compliance within accounts payable as outlined below:

Invoice Processing

• Ensure accurate and timely processing of vendor invoices and payments, maintaining complete and accurate accounts payable records.
• Verify pricing, calculations, and payment terms and ensure appropriate approvals are obtained.
• Code invoices to appropriate general ledger accounts and cost centers.
• Track and follow up on pending invoices awaiting approval.
  
  

Payment Processing

• Prepare check runs, ACH payments, and wire transfers
• Schedule payments according to due dates and cash flow requirements
• Obtain necessary approvals for payments
• Distribute checks to vendors or mail payments
• Process stop payment requests when necessary
• Handle rush or emergency payment requests.
  
  

Vendor Management

• Maintain positive relationships with vendors, addressing any issues related to payments or discrepancies promptly.
• Request W-9 forms from new vendors.
• Respond to vendor inquiries regarding payment status.
• Set up new vendor accounts in the system and maintain their information and banking details.
• 1099 vendor processing at year-end to maintain accurate tax records for vendors.
  
  

Reporting

• Prepare and present reports on accounts payable activities, including outstanding invoices and payment schedules.
• Prepare accounts payable aging reports
  
  

Expense Reports

• Review employee expense reports for compliance with policy and appropriate approvals.
• Verify receipts and supporting documentation.
• Code expenses to appropriate accounts.
• Process employee reimbursements.
  
  

Compliance

• Prepare accounts payable aging reports and procedures..
• Follow proper authorization and approval processes.
• Maintain adequate supporting documentation.
• These responsibilities are an overview of the job and other duties may be assigned.
  
  

Requirements

Skill Sets

• Highly proficient in Microsoft Excel and other MS Office applications.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
  
  

Experience/ Education

• Associate's degree in Accounting, Finance, or related field preferred .
• 1-3 years of accounts payable experience.
• Experience with accounting software systems (preferably with Sage)
  
  

Schedule

• Monday - Friday, 9 hours a day with an hour lunch
• 3 days onsite at Corporate office
• 2 days work from home
  
  

Work from home note: Candidate must have dedicated workspace at home in order to work remote including a setup that can accommodate multiple monitors and ability to participate on camera for team meetings.