Accounts Payable Specialist

Department is Accounting

Reports to Accounts Payable Supervisor

FLSA Status is Non-Exempt

Role Overview:  

The Accounts Payable (AP) Analyst is responsible for performing full-cycle accounts payable functions, including processing, verifying, and reconciling invoices and payments for vendors and service providers across all dental practices within the organization. This role supports seamless day-to-day financial operations by collaborating with practice managers, the finance team, and procurement.    

Key Responsibilities 

• Accurately and efficiently review, code, and enter vendor invoices into the accounting system within 72 hours of receipt including patient refunds and Petty cash. 
• Ensure proper authorization and supporting documentation are in place for all payments. 
• Weekly record all cash auto debit disbursements. 
• Execute weekly payment runs via ACH, checks, credit cards, or virtual payments. 
• Reconcile vendor statements and proactively resolve any payment discrepancies or issues. 
• Maintain organized vendor files and W-9 documentation. 
• Support 1099 preparation and year-end closing procedures. 
• Provide necessary documentation to support internal and external audit requests. 
• Coordinate with the procurement department to validate purchase orders (POs) and contract terms. 
• Adhere to internal controls and corporate accounting policies. 
• Communicate with vendors and operations to address payment status inquiries, resolve billing discrepancies, and request missing invoices. 

Requirements:  

• High school diploma or equivalent required; Associate’s or Bachelor's degree in Accounting, Business, or Finance preferred 
• Minimum 2 years of experience in accounts payable, preferably in a healthcare or multi-entity environment 
• Proficiency in accounting systems (e.g., NetSuite, QuickBooks, Sage Intacct, SAP) and Microsoft Excel 
• Experience working with AP automation tools (e.g., Bill.com, MineralTree, Stampli) is a plus 
• Understanding of basic accounting principles and GAAP 
• High attention to detail, accuracy, and data integrity 
• Strong organizational and communication skills 
• Ability to manage multiple priorities in a deadline-driven environment 

Why This Role Exists:  

As Dental Support Organizations (DSOs) scale across multi-site, multi-state operations, maintaining efficient and accurate financial processes is essential. The Accounts Payable Specialist role exists to ensure timely and compliant processing of vendor payments, contributing to strong financial operations, vendor relationships, and overall organizational credibility. This role helps ensure financial controls and regulatory compliance are upheld across all supported practices.