PROCURE-TO-PAY SPECIALIST

SUMMARY

The Procure-to-Pay (P2P) Specialist supports the procurement and accounts payable functions of Opportunity Village by ensuring the accurate, timely, and compliant processing of purchasing and payment transactions. This role is responsible for supporting vendor management, purchase order administration, invoice processing, and payment activities while maintaining adherence to internal controls, grant requirements, and nonprofit accounting standards. Through effective stewardship of organizational resources, this position contributes to the organization's efficient operation and supports Opportunity Village's mission to serve individuals with disabilities.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist with the creation, review, and processing of purchase requisitions and purchase orders (POs).
2. Verify proper authorization and budget alignment before purchase order issuance.
3. Support vendor onboarding activities and maintain accurate and up-to-date vendor records.
4. Review, code, and enter vendor invoices into the accounting system in accordance with organizational and grant requirements.
5. Perform two-way and three-way matching of purchase orders, vendor invoices, and receiving documentation to ensure accuracy and compliance.
6. Process vendor payments, including check runs, Automated Clearing House (ACH) transactions, Electronic Fund Transfer (EFT), procurement card, and team member expense reimbursements, in accordance with established internal controls .
7. Coordinate and resolve purchase order and invoice discrepancies by working with vendors and internal departments to ensure timely resolution.
8. Assist with accounts payable reconciliations and ensure accuracy of general ledger coding.
9. Support month-end close activities, including accruals and preparation of audit-ready documentation.
10. Manage all annual 1099 tax reporting, data auditing, and IRS B-notice resolutions to ensure full compliance and error-free filings.
11. Maintain accurate and organized procurement and accounts payable records to ensure compliance and audit readiness.
12. Respond to vendor inquiries regarding payment status and resolve routine payment-related issues.
13. Partner with internal departments to resolve purchasing, billing, and procurement-related concerns.
14. Ensure adherence to nonprofit procurement policies, internal controls, and grant compliance requirements.
15. Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately as mandated by state law.
16. Adhere to Opportunity Village’s established policies and procedures.
17. May be assigned other duties as needed.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

SKILLS REQUIRED

• Ability to communicate effectively with individuals, team members, supervisors, vendors, and external partners (verbal and written).
• Must possess social perceptiveness to assess and understand others’ reactions and behaviors.
• Ability to define problems and draw valid conclusions.
• Have a positive and enthusiastic outlook.
• Self-directed, with strong ability to work independently and to set and adhere to deadlines.
• Ability to set priorities, manage competing demands, and meet established deadlines while maintaining confidentiality.
• Ability to accept and apply performance-based feedback.
• Commitment to ongoing professional development, including training and certifications relevant to the role.
• Must encompass a professional demeanor.
• Strong attention to detail with the ability to ensure accuracy in financial data entry, invoice processing, and purchase order management.
• Ability to process procure-to-pay transactions in a high-volume, deadline-driven environment.
• Ability to identify, research, and resolve discrepancies between purchase orders, vendor invoices, and receiving documentation.
• Ability to apply internal controls, procurement policies, and grant or compliance requirements consistently.
• Ability to collaborate effectively with internal departments and external vendors to support efficient procurement and payment operations.
• Ability to manage multiple steps within the procure-to-pay lifecycle simultaneously while maintaining accuracy and timeliness.
• Ability to maintain accurate records and support audit readiness and documentation requirements.
• Ability to utilize enterprise resource planning (ERP) systems or accounting software to process procurement and accounts payable transactions.
• Exhibit a continuous improvement mindset, actively identifying and implementing process enhancements that improve operational efficiency and service quality.

EDUCATION AND EXPERIENCE

• Required: High School Diploma with a minimum of two (2) years of experience in accounts payable, procurement, or finance support.
• Required: Demonstrated proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Required: Demonstrated experience in Excel functions, VLOOKUP, building charts and graphs, sorting and filtering data utilizing pivot tables.
• Required: Experience with ERP systems (e.g., Sage Intacct, Microsoft Dynamics GP, NetSuite).
• Preferred: Prior experience with Microsoft Dynamics 365 Business Central.
• Preferred: Associate degree in Accounting, Finance, or related field.
• Preferred: Experience working with individuals with disabilities.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those required of a team member to perform the job's essential functions successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list of minimum essential functions below is illustrative only and not a comprehensive listing of all functions and tasks performed.

• Ability to lift up to 40 pounds.
• Ability to sit at a computer for prolonged periods of time.
• Ability to work in a typical office environment.
• Ability to conduct tasks and successfully perform under critical deadlines.
• Manual dexterity to operate office equipment and examine documents, records, and files.