Accounts Payable Lead

Job Title: Accounts Payable Lead

Department: Finance

Reports to: Director of Finance

Exemption: Non-Exempt

Date Issued: November 2025

Position Summary

The Accounts Payable (AP) Lead is responsible for the accurate, timely, and compliant processing of all vendor invoices, payments, and expense reports for the organization. This role leads the daily activities of the Accounts Payable function, ensuring strong internal controls, efficient workflows, and adherence to all financial policies and regulations, including those specific to non-profit healthcare organizations. The AP Lead will serve as the primary point of escalation for complex AP issues and will play a key role in month-end close and audit support.

Essential Functions

Accounts Payable Operations

• Lead and manage the end-to-end Accounts Payable process, including reviewing, coding, processing, and allocating high-volume invoices and check requests.
• Oversee and execute weekly payment cycles (checks, ACH, wires) to ensure timely disbursement while optimizing cash flow.
• Ensure proper segregation of duties and enforce compliance with internal controls and organizational purchasing policies.
• Manage and reconcile the corporate credit card program and employee expense report auditing to ensure policy adherence.
• Resolve complex or escalated payment, invoice, and vendor discrepancies in a timely and professional manner.
• Oversee the maintenance of the vendor master file, including setting up new vendors and ensuring accurate W-9 and banking information for 1099 reporting compliance.
• Coordinate and assist with annual 1099 filing preparation.

Leadership, Training, and Process Improvement

• Serve as the technical expert and resource for AP staff and internal stakeholders regarding AP policies and procedures.
• Identify, recommend, and implement process improvements to enhance the efficiency, accuracy, and automation of the Accounts Payable workflow.
• Develop and maintain comprehensive process documentation and standard operating procedures (SOPs) for all AP activities.
• Provide support, training, and guidance to the AP team and internal departments on best practices for invoice submission and expense management.

Accounting and Reporting

• Assist Finance Leadership with the Accounts Payable portion of the month-end and year-end close process, including preparing necessary accruals and reconciliations.
• Reconcile the AP sub-ledger to the General Ledger (G/L) regularly.
• Prepare and provide various AP metrics and aging reports to Finance Leadership as needed.
• Support all internal and external audit requests by gathering and presenting necessary documentation and explanations.

Job Role Expectations

• Maintains competency annually, reviews and completes all assigned tasks (i.e. job description review, annual training) by assigned deadlines.
• Creates and fosters positive professional relationships for enhanced collaboration with internal and external customers, partners, and stakeholders.
• Protects operations by keeping financial information and plans confidential.
• Communicates corporate culture internally and externally.

Organizational Expectations

• Uphold LOPA core values of selfless, authentic and passionate.
• Use constructive and positive communication.
• Be a team player.
• Hold yourself and others accountable.
• Keep a positive attitude.
• Be respectful of others.
• Timely completion of all required educational training, tasks and SOP reviews by assigned due date.

Role Progression

• This role may be eligible for progression to a management position if one is made available.

Work Environment

• Possible exposure to communicable diseases, bloodborne pathogens, airborne illnesses, hazardous materials, pharmacological agents with little likelihood of harm if established health precautions are followed.
• May, at times, have exposure to blood, packaged organs and tissues for transplant and/or research in a hospital setting or while in the office.
• Possible mental and visual fatigue associated with detailed work.

Physical Demands

• May require extended periods of sitting.
• Occasional ascending/descending of stairs.
• Repeating motions that may include wrists, hands and/or fingers (i.e. typing).
• Occasional light lifting or moving of objects up to 20 pounds.

Work Hours

• Full-time position.
• Core office hours are 10:00am – 2:00pm with ability to flex and start and end times to meet 40-hour week schedule. Schedule must be approved by supervisor.

Education and Experience

• Minimum of 3-5 years of progressive Accounts Payable experience, preferably in a high-volume environment.
• Associate's or Bachelor's degree in Accounting, Finance, or a related field, or equivalent experience preferred.
• Prior experience in a lead or supervisory role is strongly preferred.
• Experience in a non-profit or healthcare setting (such as an OPO, hospital, or similar organization) preferred.

Knowledge, Skills & Abilities

• Expert knowledge of full-cycle Accounts Payable principles, practices, and procedures.
• Strong understanding of GAAP (Generally Accepted Accounting Principles).
• High level of proficiency with ERP or Accounting software (e.g., Great Plains, SAP, Sage Intacct, etc.) and expense management systems (e.g., Concur).
• Advanced Microsoft Excel skills (pivot tables, VLOOKUPs, data analysis).
• Exceptional attention to detail and accuracy in data entry and financial record keeping.
• Excellent written and verbal communication skills for internal and external (vendor) interaction.
• Proven ability to problem-solve complex issues and work independently with minimal supervision.