Accounts Payable Specialist at River Town Dental LLC

La Crosse, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

25 May, 26

Salary

30.0

Posted On

24 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Invoice Processing, Payment Administration, Cash Reconciliation, Vendor Management, Financial Controls, Process Discipline, QuickBooks, Accrual Concepts, Cash Flow Timing, Audit Trail Maintenance, Statement Reconciliation, ACH Processing, Check Processing, Credit Card Processing, Risk Escalation, SOP Adherence

Industry

Hospitals and Health Care

Description

Description Accounts Payable Specialist Department: Finance Reports To: Senior Director of Finance Employment Type: Full-Time Hourly Wage: $24 -$30 per hour Position Summary The Accounts Payable Specialist is responsible for the accurate, timely, and structured execution of all vendor invoice processing, payment administration, and daily cash reconciliation across multiple clinic locations. This role is critical to maintaining financial visibility, vendor relationships, and operational continuity. The ideal candidate thrives in structured environments, values process discipline, and proactively escalates financial risks before they become problems. This is not a passive clerical role. This position requires ownership, accountability, and strict adherence to financial controls. Key Responsibilities: Invoice Processing & Accuracy Enter 100% of vendor invoices within 48 hours of receipt. Ensure correct invoice dates, payment terms, and due dates. Maintain zero backlog of unentered invoices. Reconcile vendor statements monthly. Ensure no payment is issued without proper invoice documentation. Vendor Management & Escalation Monitor AP Aging daily. Proactively escalate any vendor approaching due date without confirmed payment plan. Immediately report any vendor becoming past due. Maintain professional vendor communication. Payment Administration Execute scheduled payment runs per established cadence. Prepare payment batches for approval. Ensure accurate ACH, check, and credit card processing. Maintain payment documentation and audit trail. Daily Cash Controls Reconcile daily clinic deposits to PMS totals. Identify and escalate discrepancies same day. Maintain daily financial visibility across all locations. Compliance & Controls Follow established AP SOP and internal controls without deviation. Maintain strict confidentiality. Participate in weekly AP aging review meetings. Support audit requests as needed. Required Qualifications Bachelor’s degree in Accounting, Finance, or related field. 2+ years of Accounts Payable, bookkeeping, or accounting experience. Strong understanding of AP aging, accrual concepts, and cash flow timing. Experience with QuickBooks or similar accounting software. Demonstrated ability to work independently within structured internal controls. Preferred Qualifications Multi-location healthcare or dental experience. Experience in growth-stage or scaling environments. Familiarity with PMS systems. Experience reconciling daily deposits. Behavioral Profile High conscientiousness. Comfortable with accountability and measurable standards. Proactive communicator who escalates issues early. Emotionally steady under pressure. Independent executor who does not require constant supervision. Values structure and process clarity. Success Metrics Zero unentered invoice backlog. Zero unreported past-due vendors. 100% deposit reconciliation accuracy. Timely vendor payments. Proactive risk escalation. Consistent adherence to financial controls. KPIs • % of vendor bills entered within 48 hours of receipt in AP inbox = 95–100% monthly • All AP-related entries completed by close checklist deadline = 100% • % of daily deposits reconciled by 10am next business day with discrepancies communicated within 24 hours = 95–100% monthly • Missing receipt follow-up completed within 48 hours = 100% • Outstanding missing receipts aged >30 days without escalation = 0 • Unreported past-due vendors = 0 • Vendor past-due status escalated prior to 5 days past due = 100% • Unentered invoices older than 48 hours = 0 • Vendor statement discrepancies unresolved more than 30 days = 0 • Autopay enrollments compliant with company policy = 100% • Vendor accounts more than 30 days past due without documented payment plan = 0 What This Role Is Not Not a flexible or loosely structured role. Not primarily social or collaborative in nature. Does not allow discretionary delay in financial reporting. Does not operate outside established process.

Responsibilities

The Accounts Payable Specialist is responsible for the accurate, timely, and structured execution of all vendor invoice processing, payment administration, and daily cash reconciliation across multiple clinic locations. This role requires ownership, accountability, and strict adherence to financial controls to maintain financial visibility and operational continuity.