Log In
Sign Up
Description
The AP Specialist is CBD’s on-site resource for the full accounts payable cycle. Reporting to the CBD Director of Finance, this role processes vendor invoices with three-way match, prepares and executes payment runs, reconciles vendor accounts, onboards and maintains vendor master data (including W-9/1099 compliance). The role operates within the payment-release and vendor-setup controls set by the CTI Shared Services, particularly around banking-detail changes and new vendor onboarding.
Requirements
Key Responsibilities
? Invoice processing and three-way match: receive and log vendor invoices in Netsuite/Tipalti, match against purchase order and receipt, verify pricing and quantities, and code non-PO invoices to the correct entity, GL account, and class.
? Exception resolution: research and resolve price, quantity, or duplicate-invoice discrepancies directly with vendors and internal requesters before an invoice is approved for payment.
? Payment run preparation: prepare payment run proposals (check, ACH, and wire) on the agreed cadence, reflecting approved invoices within payment terms, and submit to the Director of Finance and CTI Shared Services for approval before release.
? Payment execution and vendor disbursement: process approved payments by the appropriate method, distribute remittance advice, and retain payment confirmation records.
? Vendor account reconciliation: reconcile vendor statements to the AP subledger, investigate and resolve reconciling items, and maintain an open-item aging report.
? Vendor onboarding and master data: collect and verify W-9s (or W-8s for foreign vendors), and maintain accurate vendor contact and payment information.
? Banking and payment-fraud controls: independently verify new or changed vendor banking/ACH details through a secondary channel before entry into Netsuite/Tipalti, per the controls in Part 2, Section 6.
? 1099 / W-9 compliance: maintain 1099 tracking throughout the year and prepare year-end 1099 filings for Director of Finance review and submission.
? Month-end AP support: reconcile the AP subledger to the general ledger and provide AP aging and open-commitment information to support month-end accruals and close.
? Documentation and audit support: maintain invoice, approval, and payment documentation in Netsuite/Tipalti and the vendor file, and support audit and CTI Shared Services requests as needed.
What This Role Does Not Do
? Does not approve invoices for payment without the appropriate budget-owner and, where required, Director of Finance sign-off.
? Does not release a payment run without appropriate approval.
? Does not set up a new vendor or change existing vendor banking details without independent verification.
? Does not modify the chart of accounts or GL coding structure.
Qualifications
? Associate’s or bachelor’s degree in accounting, Finance, or Business, or equivalent experience.
? 2+ years of accounts payable experience, ideally in an ERP environment (Netsuite/Tipalti or comparable).
? Familiarity with three-way match, vendor management, and W-9/1099 compliance requirements.
? Detail-oriented and comfortable with high transaction volume and deadline-driven payment cycles.
? Strong communication skills for vendor follow-up and internal coordination.
Success Metrics
? Invoice processing turnaround time, from receipt to approval ready.
? Percentage of invoices processed without exception on first pass.
? On-time payment rate and days payable outstanding versus vendor terms.
? Vendor statement reconciliation currency — no unresolved items beyond the agreed threshold.
? Timeliness and accuracy of 1099 filings.
