Accounts Payable Specialist

Description:

Description
Sage Infusion is a rapidly growing infusion center with locations in central and southwest Florida. At Sage, we’ve reimagined patient care. From a quick start, to upfront pricing and financial assistance, to compassionate care by our clinical experts in a serene environment, patients experience infusion therapy like never before.

The Accounts Payable Specialist owns the full accounts payable cycle, receiving, verifying,
coding, and paying vendor invoices, using QuickBooks Online with Bill Pay Elite. This role
ensures bills are recorded accurately and timely, payments are made by their due dates, vendor
relationships remain in good standing, and AP records serve as a reliable foundation for the
company's financial statements and cash flow planning. This role will also assume key office
coordination responsibilities for Sage Infusion’s corporate headquarters. This is a hybrid role in Downtown St. Petersburg, FL.
Requirements
Essential Accounts Payable Responsibilities:

Receive and review vendor invoices daily from all intake channels (email, mail, vendor portals); verify each invoice is legitimate, addressed to the company, supported by goods or services received, and not a duplicate
Enter bills into QuickBooks promptly upon receipt, coding each to the correct vendor, expense account, location, amount, and due date, with the source invoice attached
Route bills through the Bill Pay Elite approval workflow; ensure no payment is scheduled until the required approval is obtained
Schedule approved payments (ACH or check) through Bill Pay Elite, timed to arrive by the due date, maximizing cash on hand without incurring late fees
Monitor the AP aging report weekly; investigate and resolve past-due, unapplied, or unusual items
Reconcile vendor statements against QuickBooks records; identify and resolve discrepancies with vendors directly
Process vendor credits, refunds, short payments, and disputed invoices accurately
Respond to vendor payment inquiries professionally and promptly
Maintain accurate vendor records, including remittance addresses, payment terms, and W-9 documentation; support annual 1099 preparation
Verify any change to a vendor's banking or remittance details by phone with a known vendor contact before updating records; flag suspicious invoices, urgent payment demands, or unfamiliar vendors to Controller before taking any action
Support month-end close by ensuring all bills for the period are entered and the A subledger ties to the general ledger
Assist with audits and reviews by producing invoice documentation, approval records, and payment support as requested
Follow documented AP procedures; recommend process improvements as identified
Qualifications/Certifications:
3+ years of accounts payable experience required
Proficiency in QuickBooks, Microsoft Excel, and Google Sheets, including data organization, reconciliation, and reporting
Experience with healthcare billing, vendor management, and/or medical office operations preferred
Familiarity with multi-location AP operations or regional finance support roles
Experience supporting month-end/year-end close processes in a high-volume environment
Strong attention to detail with a high degree of accuracy in data entry and financial record keeping
Excellent organizational and time-management skills with the ability to manage competing priorities across multiple facilities
Effective written and verbal communication skills for vendor and cross-functional collaboration
Ability to work independently and exercise sound judgment in resolving discrepancies
Commitment to confidentiality and compliance with financial and healthcare regulations

Sage Infusion is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees.Background Screening Requirement: This position requires background screening through the Care Provider Background Screening Clearinghouse. For more information, visit: https://info.flclearinghouse.com

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https://recruiting.paylocity.com/Recruiting/Jobs/Details/4352011