Accounts Payable Specialist

At Discovery Place, a 501(c)(3) nonprofit organization, we fuel your passion for science and the natural world by delivering awe-inspiring exhibits and educational programs.
Our immersive experiences captivate, challenge, and empower audiences of all ages, sparking a spirit of discovery and lifelong learning. We hope to forge a future where science catalyzes, creating boundless opportunities, fostering hope, solving complex problems and driving positive change across the globe.

Summary: The Accounts Payable Specialist is responsible for ensuring that all expenses incurred by Discovery Place are properly recorded and paid according to vendor invoice terms. The duties also include monthly closing processes and account reconciliations.

Essential Duties and Responsibilities

The primary responsibilities of the Accounts Payable Specialist are as follows:

• Invoice Management

  • Review, verify, and process vendor invoices for accuracy and proper authorization.

  • Match invoices to purchase orders and resolve discrepancies promptly.

  • Enter invoice data into the accounting system for payment processing.

  • Create bi-weekly Accounts Payable Approval Request

  • Purchase Orders – three-way matching and periodic cleanup of expired purchase orders

• Payment Processing

  • Prepare and process electronic payments (ACH, wire transfers) and checks.

  • Monitor payment schedules to ensure timely disbursements and avoid late fees.

  • Address payment inquiries from vendors and internal stakeholders.

• Reconciliation and Reporting

  • Reconcile vendor statements and resolve outstanding balances or discrepancies.

  • Assist in month-end and year-end closing by reconciling accounts payable records.

  • Generate and maintain accounts payable aging reports and payment activity summaries.

• Vendor and Internal Communication

  • Verify vendor accounts including bank information, W-9s, Certificates of Insurance

  • Serve as the primary contact for vendor inquiries regarding payments and account status.

  • Follow up on outstanding invoices.

  • Build and maintain positive relationships with vendors and internal teams.

• Compliance and Documentation

  • Maintain organized and accurate records of invoices, payments, and correspondence.

  • Ensure compliance with Discovery Place policies, financial regulations, and tax requirements (e.g., 1099 reporting).

  • Support internal and external audits by providing requested documentation and information.

• Process Improvement

  • Identify opportunities to improve accounts payable processes and implement best practices.

  • Utilize AP automation tools to enhance efficiency and accuracy.

  • Stay updated on industry trends and new technologies in accounts payable management.

• Month-end Close

  • Month-end journal entries: account transfers, accrual for accounts payable and IMAX royalties, prepare sales tax returns (payable and receivable), allocate company vehicle mileage, and balance sheet account reconciliations.

  • Record FSA account funding

  • Maintain and reconcile the accounts payable ledger

• Other projects as assigned (deadline provided at time of project assignment)

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor's degree in accounting is preferred in addition to 2-4 years of related work experience in accounts payable or general accounting. Accounting experience and a bachelor’s degree in another field may be substituted for an accounting degree.

Competency:

The Accounts Payable Specialist must be proficient in accounting, possess analytical and problem-solving skills to analyze information, research, and resolve issues in a timely manner. Accuracy and attention to detail are essential.

The individual must have the ability to handle confidential financial information in a professional manner.

The individual must be highly motivated and a self-starter. They must be able to work well independently and collaboratively in a team setting. They must be well organized, efficient, and flexible to complete work in a timely manner, meet deadlines, and successfully manage the changing workload and competing demands.

Oral and written communication skills are a must. The individual must be able to communicate in a clear and concise manner. Excellent communication and interpersonal skills for effective interaction with customers and internal stakeholders

The individual must be emotionally grounded and able to manage difficult or emotional situations and respond promptly to customer (both internal and external) needs for service and assistance.

Math Ability:

Ability to calculate figures and amounts

Reasoning Ability:

Ability to comprehend and execute instructions furnished in written, oral, or diagram form. Ability to handle problems involving several concrete variables in standardized situations.

Computer Skills:

Proficiency with Microsoft Excel and NetSuite ERP systems (or similar accounting software). The individual should also have solid general computer skills.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this position, the employee is regularly required to sit and is frequently required to reach using hands and arms. Also regularly required to talk and listen while performing the functions of this job.

Employees of Discovery Place should uphold the mission, vision and values of the organization. We create positive change in our communities through our four core values: (1) science leads us, (2) equity drives us, (3) integrity guides us, and (4) innovation energizes us. We value the diversity of opinions and intellectual thought and encourage an environment where employees can share ideas openly.

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities of this job. Other duties may be assigned. This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.