Job Description: Accounts Payable Specialist
Title | Accounting Specialist (Payables)
Location | CO1 Dulles Corporate Office, Dulles, VA
Department | CO1FAC
Reports To | Manager Accounts Payable
Overview
The Accounts Payable Specialist is a pivotal role responsible for management of invoices, processing of payments, oversight of employee expenses, and supporting various departmental initiatives as directed by the Accounts Payable Manager. This position ensures compliance with SOFIE's policies, financial standards, and legal requirements, thereby maintaining organizational consistency.
Essential Duties and Responsibilities
Accounts Payable Processing
· Manage a high volume of accounts payable invoices received, mainly via email and some via postal mail.
· Process purchase order-based invoices, including both two-way and three-way matching.
· Respond to vendor and internal inquiries in the accounts payable inbox within defined timeframes.
· Run the disbursement process to Issue checks and initiate ACH/wire payments via the company’s banking platform.
· Ensure timely posting and payment of utility invoices via online portals, ACH, and checks.
· Print and mail physical checks to vendors as needed.
· Handle corporate mail related to vendor invoices, payments including regulatory and tax payments.
· Set up vendor ACH payment templates at the bank to support electronic disbursements.
· Perform month-end bank reconciliation of utility payments.
· Coordinate with Facility Managers and Department Heads across SOFIE locations to obtain timely invoice approvals.
· Coordinate with the Purchasing Department, vendors, and Facility Managers/Department Heads to take ownership of the full lifecycle of an invoice—from receipt through to payment—ensuring issues are proactively resolved and delays minimized.
· Retrieve and compile invoices, payment records, and related documentation for internal and external audits, ensuring timely and accurate response to audit requests.
· Set up and maintain vendor records in the accounting system.
· Reconcile vendor statements and resolve discrepancies.
· Assist with month-end closing activities, including accruals and reporting.
· Support the preparation and filing of 1099s.
Expense Report Management
· Review and audit employee expense reports for accuracy, completeness, and compliance with company policies.
· Ensure supporting documentation is provided and in accordance with internal guidelines.
· Communicate with employees to resolve discrepancies and provide policy guidance.
· Process and approve employee reimbursements in a timely manner.
Qualifications
· Bachelor’s degree in Accounting, Finance, or a related field.
· Minimum of seven years of experience in accounts payable.
· Advanced proficiency in Microsoft Excel, including pivot tables and lookup functions.
· Prior experience with expense reporting tools such as Concur or Expensify.
· Working knowledge of SAP Business One or similar ERP systems.
· Experience in high-volume, fast-paced environments with complex payables processes.
· Familiarity with multi-entity accounting operations.
· Demonstrated ability to effectively prioritize tasks and adapt to shifting priorities in a fast-paced environment. The Specialist is expected to take ownership of assigned responsibilities and consistently ensure the timely and accurate completion of all tasks, while maintaining a high standard of accountability.
· Excellent written and verbal communication skills; able to interact professionally across all levels of the organization and with external vendors.
· Adaptability to evolving processes and a proactive approach to learning.
· Solid understanding of internal controls and financial compliance requirements.
The description provided above is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. Duties, responsibilities, and requirements may
change over time and according to business need