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Finance Support Specialist

Job Details

Full Time
2 Year Degree
Admin - Clerical

AP Specialist/Administrative Assistant

GENERAL SUMMARY: The AP Specialist/Administrative Assistant will play a critical role in managing, analyzing and recording activities with our vendors. This role provides administrative support for the Finance Department. He/she must be dedicated, self-motivated, flexible, with a high level of integrity and possess the ability to work in a fast-paced and highly collaborative environment.


  • Provide administrative support including, but not limited to, managing Outlook calendars, presentation materials, written and verbal correspondence and general office duties as needed to support the Finance Department.
  • Process invoices for payment, assist with bank reconciliations and generate reports including the AP Aging, Check Registers and other ad hoc reports.
  • Research information to provide accurate and timely responses to vendors and internal clients at multiple locations.
  • Verify the accuracy of vendor invoices and automatic payments, properly match purchase orders with invoices and confirm that the correct general ledger account codes are used.
  • Generate payments via check or ACH to vendors on a weekly schedule and match checks with back-up for review by the manager. Back-up will include any printed and/or electronic documents.
  • Inspect paid and unpaid invoices including cleared payment inquiries and check voiding to maintain accurate files and records according to company standards.
  • Develop and maintain a filing system for financial information, records and documents to ensure that information is easily available.
  • Provide supporting documentation for annual audit.
  • Perform other related duties as necessary or assigned.


  • Associate degree in accounting or Equivalent
  • 3+ years of experience in Accounts Payable with a strong understanding of accounting and bookkeeping principles.
  • Functional knowledge of organizational operations and procedures to accurately interpret documents and act promptly.
  • Requires Intermediate knowledge of Microsoft 365 (formerly Microsoft Office Suite) including PowerPoint and Excel.
  • Experience with accounting software and online platforms. Sage Intacct experience strongly preferred.
  • Excellent oral and written communication skills.
  • Commitment to excellence and ability to work in teams effectively.
  • Creativity, flexibility, foresight and judgement in anticipating and solving problems.
  • Strong customer service background and ability to interface with all levels of personnel within the organization in a professional manner.
  • Excellent organizational and time management skills.
  • Deadline and detail oriented with the ability to multitask.
  • Ability to handle and maintain confidential and/or sensitive information.


  • Ability to handle confidential information.
  • Proficient in the use of Accounting software
  • Ability to work effectively in teams
  • High results-orientation
  • Flexible 
  • Detail-oriented
  • Effective Communication skills
  • Ability to multitask.
  • Ability to work collaboratively.
  • General ledger and Bookkeeping knowledge
  • Accounts Payable and Invoicing
  • Bank reconciliation
  • Vendor Management skills
  • Great time management skills
  • Ability to process purchase orders
  • Must be proficient in the MS Office Suite (highly proficient in Excel and PPT)