Job Description

Position Summary

We are seeking a detail-oriented Accounts Payable Specialist to manage the full cycle of accounts payable operations. The ideal candidate will have proven experience processing high volumes of invoices accurately and efficiently while maintaining strong vendor relationships.

Key Responsibilities

Invoice Processing & Payment Management

• Process and verify vendor invoices for accuracy, proper coding, and appropriate approvals in accordance with company policies
• Prepare and execute payment runs including checks, ACH, and wire transfers on scheduled cycles
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Maintain organized filing systems for all AP documentation, both physical and electronic

Vendor Relations & Communication

• Serve as primary point of contact for vendor inquiries regarding payment status, invoice discrepancies, and account information
• Build and maintain positive relationships with vendors to ensure smooth operations
• Set up new vendors in the system after completing proper vetting and documentation

Reporting & Compliance

• Prepare weekly AP aging reports and cash requirement forecasts for management review
• Assist with month-end and year-end closing processes, including accruals and account reconciliations
• Ensure compliance with internal controls and procedures, as well as relevant tax regulations including 1099 reporting
• Support internal and external audits by providing requested documentation and information

Required Qualifications

• 3-5 years of hands-on accounts payable experience
• Proficiency in accounting software (e.g., QuickBooks, SAP, Oracle, NetSuite) and Microsoft Excel
• Strong understanding of accounts payable processes, three-way matching, and internal controls
• Solid knowledge of basic accounting principles and practices
• Excellent attention to detail with high accuracy in data entry
• Strong organizational and time management skills with ability to meet deadlines
• Effective communication skills, both written and verbal

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, or related field
• Experience with ERP systems
• Familiarity with procurement and purchase order systems
• Knowledge of 1099 reporting requirements

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal .

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here .
• Virginia residents may access our state specific policies here .
• Residents of all other states may access our policies here .
• Canadian residents may access our policies in English here and in French here .
• Residents of countries governed by GDPR may access our policies here .

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.

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