Lead, Accounts Payable

Description

Department: Finance / Accounting

Reports To: Finance/Accounting Leadership

FLSA Classification: Non-Exempt

Employment Status: Full-Time

Work Environment: Professional office/healthcare administrative environment

The Accounts Payable Lead is a key member of the Finance team responsible for leading and coordinating the organization's accounts payable processes across a multi-site healthcare organization. This position serves as the day-to-day functional lead for Accounts Payable and is responsible for ensuring vendor invoices, employee expenses, payment transactions, vendor records, and related accounting activities are processed accurately, timely, and in accordance with established financial controls, policies, contracts, and accounting standards. The Accounts Payable Lead will help manage and continuously improve the organization's AP program, including workflow standardization, vendor management, payment processes, internal controls, reconciliation, automation, and centralization. The successful candidate will have hands-on experience managing an accounts payable function in a high-volume environment and must have experience using a Sage financial/accounting platform. Healthcare experience and experience supporting multiple locations, vendors, and departments are important to success in this role.

Requirements

ESSENTIAL DUTIES AND RESPONSIBILITIES

Mon/Tues/Fri - Remote

Wed & Thursday are in-person (Alpharetta, GA)

• Accounts Payable Leadership & Operations
• Serve as the functional lead for the day-to-day accounts payable process and workflow.
• Coordinate the accurate and timely processing of invoices across multiple locations, departments, and legal entities.
• Manage high-volume invoice processing while ensuring appropriate coding, documentation, approvals, and authorization.
• Review invoices and supporting documentation for accuracy, completeness, appropriate approval, and compliance with company policies.
• Coordinate weekly ACH, electronic payment, and check runs.
• Review payment batches for completeness and accuracy before final approval and release by authorized personnel.
• Process and reconcile employee expense reports in accordance with company policies.
• Monitor AP aging and outstanding obligations to ensure timely payment and avoid unnecessary late fees, duplicate payments, or disruption of vendor relationships.
• Research and resolve invoice discrepancies, duplicate invoices, credits, payment discrepancies, outstanding checks, and vendor inquiries.
• Maintain accurate and complete accounts payable documentation and records.

Vendor & Contract Management

• Lead vendor setup and maintenance processes, including collection and validation of required documentation such as W-9s and payment information.
• Maintain accurate vendor master data within the financial system.
• Support vendor onboarding, changes, terminations, and ongoing account maintenance.
• Review invoices against applicable vendor agreements, contracts, pricing schedules, and established payment terms.
• Identify discrepancies between contractual terms and vendor invoicing and coordinate resolution with internal stakeholders and vendors.
• Assist Finance and organizational leaders with vendor-related questions, payment history, invoice disputes, and contract-related financial information.
• Support efforts to consolidate vendors and improve vendor management processes where appropriate.
• Help identify opportunities for improved pricing, payment terms, efficiency, and financial controls.

Accounting, Reconciliation & Month-End

• Support month-end and year-end close processes.
• Prepare AP-related reconciliations, schedules, reports, and supporting documentation.
• Perform account research and analysis to identify trends, unusual activity, significant changes, and potential errors.
• Assist with general ledger reconciliation related to Accounts Payable.
• Maintain and reconcile intercompany Accounts Payable transactions.
• Assist with accruals and identification of outstanding liabilities as needed.
• Provide supporting documentation for financial statement preparation and close activities.
• Assist with annual financial audits and other internal or external audit requests.
• Support preparation, reconciliation, and issuance of Forms 1099 and related vendor tax reporting.
• Maintain appropriate supporting documentation in accordance with company record-retention requirements.

Internal Controls & Compliance

• Follow established segregation-of-duties requirements and financial controls related to vendor creation, invoice approval, payment authorization, and payment processing.
• Help identify potential duplicate, suspicious, unusual, or fraudulent invoices and payment activity.
• Escalate control concerns, unusual transactions, or suspected fraudulent activity promptly to appropriate Finance leadership.
• Ensure transactions are supported by appropriate documentation and approvals.
• Maintain confidentiality of company, employee, provider, banking, vendor, patient-related, and other sensitive information.
• Support compliance with company policies, accounting practices, contractual requirements, and applicable federal and state requirements.
• Assist with development, documentation, implementation, and monitoring of AP policies, procedures, and internal controls.

Process Improvement & Automation

• Assist in the continued centralization and standardization of Accounts Payable processes across the organization.
• Identify opportunities to automate manual AP functions and improve efficiency, accuracy, controls, and scalability.
• Help develop and maintain Accounts Payable workflows, standard operating procedures, training materials, and documentation.
• Utilize technology and reporting to identify bottlenecks, aging invoices, workflow issues, duplicate transactions, and opportunities for improvement.
• Participate in Finance system implementations, upgrades, integrations, testing, and process redesign as needed.
• Develop reports and ad hoc analyses for Finance and company leadership.
• Assist with special projects and other Finance initiatives as assigned.

Leadership & Internal Partnership

• Serve as a knowledgeable resource for employees and leaders regarding Accounts Payable processes, procedures, and payment status.
• Provide guidance, training, and support to employees involved in Accounts Payable activities.
• Help establish accountability for invoice submission, approval, coding, and payment timelines.
• Partner effectively with Accounting, Finance, Operations, Procurement, Legal, Human Resources, practice leadership, and other departments.
• Maintain professional and productive relationships with vendors and internal stakeholders.
• Promote a service-oriented, accountable, accurate, and continuous-improvement culture within the Finance function.
• Perform other duties and special projects as assigned.

EDUCATION AND EXPERIENCE

Required:

• Minimum of 3+ years of progressively responsible Accounts Payable experience, preferably in a high-volume, multi-location environment.
• Demonstrated experience managing or coordinating an Accounts Payable program, function, or significant AP workflow.
• Sage financial/accounting platform experience required; Sage Intacct experience required.
• Experience with intercompany accounting and transactions.
• Experience with vendor management, vendor onboarding, vendor master maintenance, and invoice/payment reconciliation.
• Experience reviewing vendor invoices against contracts, agreements, pricing, and payment terms.
• Experience with month-end and year-end accounting processes.
• Experience processing ACH and/or check payment runs.
• Intermediate to advanced Microsoft Excel skills, including PivotTables, formulas, filtering, reconciliation, and data analysis.

Preferred

• Associate degree or higher in Accounting, Finance, Business Administration, or a related discipline.
• Experience working within a healthcare, physician practice, medical group, or other multi-site healthcare organization.
• Experience working with healthcare vendors and medical practice operations.
• Experience interacting with electronic medical record systems.
• Veradigm and/or eClinicalWorks (eCW) experience preferred.
• Experience with AP automation, electronic invoice management, workflow technology, or Finance system implementations.
• Experience supporting audits and preparing 1099 reporting.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong understanding of Accounts Payable principles, processes, controls, and best practices.
• Strong understanding of basic accounting principles and general ledger relationships.
• Ability to process and manage a high volume of invoices across multiple entities, departments, and locations.
• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize competing assignments and meet multiple deadlines.
• High sense of urgency while maintaining accuracy and appropriate controls.
• Strong analytical and problem-solving abilities.
• Ability to identify discrepancies and independently research transactions to resolution.
• Ability to recognize unusual financial activity and appropriately escalate concerns.
• Strong written and verbal communication skills.
• Professional and effective vendor communication skills.
• Ability to work collaboratively across multiple departments and levels of the organization.
• Ability to work independently with limited day-to-day supervision.
• Ability to adapt to organizational growth, changing priorities, and evolving processes.
• Ability to maintain strict confidentiality of financial, employee, vendor, patient, and company information.
• Strong customer-service orientation and ability to professionally resolve disputes or payment issues.

PHYSICAL AND MENTAL REQUIREMENTS

The physical and mental requirements described below are representative of those necessary to successfully perform the essential functions of this position, with or without reasonable accommodation. The employee must be able to:

• Remain in a stationary seated or standing position for extended periods.
• Frequently operate a computer, keyboard, telephone, and other standard office equipment.
• Perform repetitive hand and finger movements associated with keyboard and computer use.
• Communicate effectively and accurately through verbal and written methods.
• Read, review, interpret, and analyze financial information, invoices, contracts, spreadsheets, and electronic records.
• Maintain sustained attention to detail and accuracy while performing repetitive and complex financial tasks.
• Apply logical reasoning and problem-solving skills to routine and complex situations.
• Manage multiple assignments, deadlines, interruptions, and changing priorities.
• Occasionally move or lift office materials and supplies weighing approximately 10–20 pounds.
• Navigate a professional office and healthcare administrative environment as necessary.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

OSHA / WORKPLACE SAFETY REQUIREMENTS

Southeast Primary Care Partners is committed to maintaining a safe and healthful workplace.

Employees in this position are expected to:

• Follow all applicable OSHA requirements and company workplace safety policies and procedures.
• Participate in required workplace safety training.
• Follow ergonomic and safe work practices associated with computer workstations, repetitive activities, lifting, and movement of office materials.
• Promptly report workplace injuries, unsafe conditions, hazards, or safety concerns through established company procedures.
• Use equipment and workspaces in accordance with manufacturer instructions and company safety requirements.
• Follow applicable emergency preparedness, fire safety, infection prevention, and facility safety procedures when working within a medical practice or clinical environment.

This is primarily an administrative/office position and routine occupational exposure to blood or other potentially infectious materials is not anticipated as an essential function of the role. If job responsibilities or work assignments create potential occupational exposure, the employee will be provided appropriate training and protective measures consistent with applicable OSHA requirements and company policy.

FLSA CLASSIFICATION

FLSA Status: Non-Exempt

This position is classified as non-exempt under the Fair Labor Standards Act and is eligible for overtime compensation in accordance with applicable federal, state, and local law. Employees are required to accurately record all hours worked and must follow company policies regarding work schedules, meal periods, overtime authorization, and timekeeping. All hours worked must be accurately reported regardless of whether overtime was approved in advance.

CONFIDENTIALITY

This position has access to confidential and proprietary financial, banking, employee, provider, vendor, contract, and organizational information. The employee is required to safeguard such information and access, use, disclose, and retain information only as necessary to perform assigned responsibilities and in accordance with company policies and applicable law.

EQUAL EMPLOYMENT OPPORTUNITY / REASONABLE ACCOMMODATION

Southeast Primary Care Partners provides equal employment opportunities to qualified applicants and employees in accordance with applicable federal, state, and local law. Reasonable accommodations will be provided to qualified individuals with disabilities to enable them to perform the essential functions of the position unless doing so would impose an undue hardship or otherwise be inconsistent with applicable law.