Accounts Payable Specialist

Facility/Company: Optalis Healthcare Novi Corporate

Office Department: Finance / Accounting

Reports To: Corporate Controller

POSITION SUMMARY:

The Accounts Payable (AP) Specialist is responsible for managing all aspects of the accounts payable cycle to ensure accurate, timely, and compliant payment of vendor invoices within a healthcare environment. This includes setting up vendors and payment terms in Optalis systems; verifying, processing, and reconciling invoices; communicating with vendors and internal departments; and maintaining detailed financial records. The AP Specialist plays a key role in supporting the financial accuracy and operational efficiency of the organization, along with enhancing Optalis’ reputation with our vendors.

MINIMUM QUALIFICATION STANDARDS

EDUCATION:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required.
• Masters’s degree, CPA desirable but not required.
  
  
  

EXPERIENCE:

• 3-5 years of general accounting experience with substantive experience in accounts payable process, preferably in a healthcare setting.
• Experience with accounting and accounts payable management software required.
• Desirable: Specific experience with AvidPay software.
• Strong understanding of healthcare vendor processes, purchasing, and payment workflows preferred.
  
  
  

PERFORMANCE REQUIREMENTS:

• Strong knowledge of accounts payable procedures, invoice processing, and payment reconciliation.
• Ability to manage high-volume invoice flow with accuracy and attention to detail.
• Strong communication skills for interacting with vendors, location administrators and other team members.
• Ability to prioritize tasks, meet deadlines, and maintain confidentiality.
• Proficiency with Microsoft Excel, Word, and accounting/ERP systems.
• Professionalism, reliability, and strong problem-solving skills.
  
  
  

PRIMARY RESPONSIBILITIES AND DUTIES:

• Liaison between corporate finance/ treasury and Accounts Payable team.
• Manage vendors in Optalis systems, ensuring contact and payment information and payment terms are correct/ complete.
• Develop Optalis capabilities in fully utilizing AvidPay software, and function as lead administrator and trainer for AvidPay.
• Develop weekly payment and aging schedules covering major spend categories and automatic payments, for review with Treasurer and Controller.
• Ensure weekly check runs, ACH payments, and electronic disbursements are done per Optalis accounts payable calendar and manage emergency exceptions as needed.
• Ensure discrepancies between vendor statements and Optalis records are resolved promptly.
• Work with outside consultant Tranxend to ensure monthly AP accruals are complete and timely.
• Ensure compliance with company policies, accounting standards, and healthcare regulatory requirements.
• Provide excellent customer service to vendors, internal teams, and leadership.
• Perform additional accounting duties or administrative tasks as assigned by the Accounting Manager or Controller.
  
  
  

PHYSICAL, PSYCHOLOGICAL, AND ERGONOMIC REQUIREMENTS:

This position is performed primarily in an office environment requiring sustained periods of computer work, communication, and data entry. The AP Specialist must maintain accuracy under deadlines, handle confidential financial information, and manage occasional interruptions.

PHYSICAL DEMANDS:

• Ability to sit for extended periods while performing data entry and computer work.
• Occasional standing, walking, bending, or lifting up to 20 pounds (files, boxes, reports).
• Clear hearing and speaking required for phone and in-person communication.
• Ability to view computer screens and written documents for extended periods.
  
  
  

WORK ENVIRONMENT:

• Typical office environment with minimal exposure to noise or environmental hazards.
• Interaction with management, staff, and vendors requiring professionalism and courtesy.
  
  
  

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