Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist is responsible for accurately processing vendor invoices in accordance with established policies, tax regulations, and financial controls. This role manages invoice matching, early payment discount opportunities, blanket purchase order monitoring, and timely workflow routing within ERP systems such as KOFAX, SAP, and Concur. The specialist researches and resolves discrepancies with purchasing, receiving, and vendors; verifies vendor accounts to ensure accurate application of discounts and credits; and serves as a key liaison for inquiries and issue resolution. Additional responsibilities include coordinating payment scheduling with Treasury, administering WEX fuel card and Wells Fargo purchasing card programs, supporting teammates with Concur Travel and Expense processes, maintaining documentation for wire payments, and assisting with month end and year end accounting activities. The specialist maintains confidentiality, adheres to security policies, follows Nebraska sales/use tax and 1099 laws, and demonstrates strong professionalism, clear communication, and positive, collaborative conduct when working with internal and external partners.

Education, Training and Experience

Bachelors degree in business, finance, accounting, or related field

OR

Associate degree in business, finance, accounting, or related field plus a minimum 2 years of accounts payable, finance, accounting, or business experience.

OR

High school diploma/GED plus a minimum of four years of accounts payable, finance, accounting, or business experience.

Handle multiple duties and responsibilities, set priorities and organize workload while being able to work under tight deadlines are required.

Attention to detail, a questioning attitude, and effective analytical, communication, proofreading, problem solving, and customer service skills are required.
 
Knowledge of sales and use tax regulations and 1099 reporting requirements is preferred.

Knowledge of and experience with working with SAP or similar ERP or invoicing software system is preferred.

Excellent organizational and time management skills.

Ability to work independently and collaboratively in a team environment.

Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

Licenses and/or Certifications

Not Applicable

Essential Duties & Responsibilities

Processes vendor invoices in compliance with established policies and regulations. This role requires the ability to interpret and apply guidelines accurately while identifying opportunities to improve workflows and implement best practices. Ensure appropriate approvals are received prior to posting invoice, and appropriate records retention processes are followed, especially related to confidential or business sensitive invoices.

Review and process special pay requests (Nintex) and other related documentation for completeness and compliance with District financial policies, procedures and contractual requirements while maintaining up to date SharePoint records.

Reviews vendor invoices for early payment discount terms and prioritizes them to maximize savings. Ensure timely data entry and approval workflows within ERP systems such as KOFAX, SAP, and Concur to meet discount deadlines and prevent late fees. Responsibilities also include matching invoices to purchase orders, monitoring blanket purchase orders, and notifying procurement of remaining balances to support accurate financial and purchasing processes.

Research and resolve invoice discrepancies by collaborating with purchasing teams, receiving teams, and vendors. The role verifies vendor account activity to ensure accurate application of discounts, credits, and outstanding balances, and follows up on account statements or payment issues as needed. Acting as a key liaison between internal departments and vendors, the specialist ensures timely, accurate communication and resolution of inquiries. Responsibilities also include addressing invoice issues such as incorrect sales tax, vendor information, missing purchase order numbers, missing invoices, and payment verification, as well as coordinating with Buyers and Specialists to resolve discrepancies related to purchase orders, quantities received, pricing, delivery details, and tax jurisdiction.

Understand and follow Nebraska Department of Revenue sales and use tax laws as well as 1099 withholding laws to ensure accurate posting of invoices and withholding amounts, as applicable.  

Coordinate with Treasury and Accounting to schedule payments in alignment with cash availability and to maximize vendor incentives. Process payments by check, ACH, wire transfer, or virtual credit card twice per week—or as needed—after reviewing and researching potential duplicate invoices. Maintain accurate documentation for all wire payments, and follow up on outstanding checks, voids, and reissues as necessary.

Accountable for other duties as assigned.

Core Competencies