Job Summary

The Accounts Payable Specialist is responsible for the accurate, timely, and compliant processing of vendor and consultant payments, expense reports, and related documentation within the Financial Operations (FOPS) department. This role supports the integrity of DIR’s financial operations by ensuring efficient payment workflows, strong documentation practices, and adherence to internal controls and government contracting requirements. The position also contributes to process improvement and system efficiency, including the use of automation and AI tools to streamline recurring tasks.

PRIMARY RESPONSIBILITIES

Vendor & Consultant Payment Processing

• Process vendor and consultant invoices in a timely and accurate manner
• Ensure proper coding, approvals, and supporting documentation
• Execute ACH payments and maintain payment schedules

Expense Reporting & Reconciliation

• Process and reconcile employee expense reports (e.g., Amex)
• Ensure compliance with company policies and federal guidelines (FTR as applicable)
• Identify and resolve discrepancies in a timely manner

Accounts Payable Documentation & Compliance

• Maintain organized, complete, and audit-ready documentation
• Ensure all payments are properly supported and recorded
• Adhere to internal controls and approval workflows

Vendor Management & Communication

• Serve as primary contact for vendor payment inquiries
• Communicate professionally and efficiently regarding payment status, missing documentation, discrepancies

Process Improvement & Workflow Efficiency

• Identify inefficiencies in AP processes and support improvement in payment timelines, documentation consistency, workflow clarity
• Utilize Costpoint for invoice entry, payment processing, data validation
• Maintain accuracy of vendor records and coding structures

AI & Automation Support (Emerging Expectation)

• Utilize AI tools to draft vendor communications, organize and summarize documentation, streamline repetitive workflows
• Support adoption of efficient tools and processes
• Collaborate with Senior Accounting Coordinator, Accounting Manager, payroll and operations teams, support broader financial operations as needed

KEY COMPETENCIES

• Strong attention to detail and accuracy
• Understanding of accounts payable processes and internal controls
• Ability to manage high-volume transactions with consistency
• Strong organizational and documentation skills
• Effective written and verbal communication skills
• Basic understanding of accounting principles (GAAP exposure preferred)
• Proficiency in Excel and accounting systems (Costpoint preferred)
• Willingness to learn and adopt new tools (AI, automation)

REQUIREMENTS

• Bachelor’s degree in Accounting preferred
• Associate’s degree in Accounting acceptable ONLY if:
• Minimum 2+ years of Costpoint-specific AP experience, and GovCon 2-3 years accounting, and GovCon AP experience
• Experience with Costpoint or similar ERP (non-negotiable)
• Experience in government contracting environment preferred

Typical Physical Demands and Working Conditions

Requires sitting, standing, and bending and a normal range of hearing and vision.