Accounts Payable Specialist

Introduction

Maryland Benefits (MD Benefits) is a dynamic, cloud-based platform. This enterprise-wide digital service allows organizations to build, test, host, operate, and integrate mission-driven applications, data, and emerging technologies. MD Benefits offers cloud-based Platform-as-a-Service (PaaS) capabilities, a shared data architecture, and product development services, all developed by the State of Maryland to help multiple agencies deliver and manage health, human, and social service benefits and programs. On July 1, 2025, the operation of the MD THINK shared platform and statewide applications transitioned from the Department of Human Services (DHS) to the Department of Information Technology (DoIT).

***This is a contractual position, with limited benefits***

***All hires need to be eligible to work in the U.S., either as a U.S. Citizen or those who have a Permanent Resident or green card as the state of Maryland does not have the ability to sponsor employees***

***Applicants are required to submit an up-to-date and accurate resume.***

Main Purpose

The A/P Specialist position plays a vital role in supporting the mission of the agency by ensuring the integrity, transparency, and efficiency of financial operations within MD Benefits. As a key member of the finance team, the incumbent is responsible for the full management of Accounts Payable functions and provides essential support to the Finance Director. The role ensures financial accuracy, regulatory compliance, and operational efficiency, critical elements that uphold public trust and support the agency's goal of delivering reliable and responsive services to Maryland residents.

This position requires a high level of accuracy, analytical thinking, and effective communication to manage day-to-day financial tasks and contribute to continuous process improvement.

This position is instrumental in maintaining the financial health and operational integrity of MD Benefits. Through careful oversight of accounts payable, documentation, reporting, and reconciliation processes, the incumbent ensures that financial practices are accurate, compliant, and aligned with the agency's mission to deliver efficient, accountable public service.

Position Duties

A/P Specialist duties/responsibilities are listed below (including, but not limited to the following):

Invoice Review and Discrepancy Resolution

• Review submitted invoices to ensure accuracy, completeness, and alignment with financial policies and contract terms.
• Cross-verify invoice details with purchase orders and delivery confirmations to prevent overpayments and errors.
• Communicate directly with vendors and internal departments to resolve discrepancies promptly.
• Maintain organized records of invoice audits, adjustments, and vendor interactions to ensure audit readiness.
• Support implementation and optimization of automated invoice verification tools for improved accuracy and processing speed.

Documentation Preparation and Records Management

• Compile and validate all supporting documentation required for invoice approvals and reconciliations.
• Ensure compliance with internal controls, state financial policies, and audit standards.
• Maintain an organized and accessible filing system—both physical and digital—for financial records.
• Assist in preparing financial documentation for audits, regulatory reviews, and internal reporting.
• Monitor compliance with document retention schedules and archiving policies.

Approval Workflow Oversight

• Manage invoice and PO approval workflows using platforms such as Adobe Sign and Smartsheet.
• Ensure timely routing through designated approval chains to avoid delays and ensure policy compliance.
• Train staff on the use of digital workflow tools, enhancing user adoption and efficiency.
• Create dashboards and reports to track approval timelines and flag process bottlenecks.
• Collaborate with IT and finance teams to streamline workflow systems and improve integration with existing financial platforms.

Purchase Order (PO) Management and Financial Monitoring

• Administer the complete PO lifecycle: creation, tracking, reconciliation, and closure.
• Ensure POs align with approved budgets and financial strategies to support fiscal responsibility.
• Maintain real-time financial tracking tools that reflect committed vs. available funds.
• Partner with procurement and department leads to align purchases with strategic objectives.
• Support fiscal year-end activities by ensuring timely PO closure and documentation.
• Assist auditors and finance staff with reports and documentation related to PO compliance.

Financial Analysis and Reporting

• Conduct analytical reviews of spending patterns, invoice cycle times, and budget utilization.
• Develop financial reports including variance analyses, payment reports, and executive summaries.
• Present financial insights using data visualization tools to aid strategic decision-making.
• Contribute to budget forecasting by analyzing trends and projecting future expenditures.
• Offer recommendations for cost optimization, improved accuracy, and financial performance.
• Assist the Finance Director with briefings and financial presentation materials.

FMIS Report Reconciliation

• Regularly reconcile internal financial records with FMIS (Financial Management Information System) reports to ensure consistency.
• Investigate and resolve discrepancies to ensure accurate financial representation.
• Document reconciliation activities and resolution steps for audit and reporting purposes.
• Coordinate with IT and Finance to enhance FMIS integration and reduce reconciliation errors.
• Stay informed of FMIS updates and ensure alignment with evolving financial standards and policies.

Minimum Qualifications:

• Bachelor's degree from an accredited college or university in Business Administration, Accounting, or related field. In lieu of education, a minimum of three (3) years experience. Will accept 7 years of experience in lieu of education.
• Three or more years of experience with AP/AR processes.
• Experience providing support for agency or statewide budgetary systems preferred but not required.
• Demonstrated ability to conduct business process reviews and perform systems testing and validation.
• Proven ability to interact effectively with internal and external customers at all levels.
• Three years of experience examining, analyzing and interpreting accounting systems, records and reports by applying generally accepted accounting principles.

Salary : $60,000 - $80,000