Accounts Payable ( AP ) Specialist

Job Title: AP Specialist

The Florida Medical Association is a professional association dedicated to the service and assistance of Doctors of Medicine and Doctors of Osteopathic Medicine in Florida. We are seeking an experienced Accounts Payable Specialist to join our accounting department

Job Summary

The Accounts Payable (AP) Specialist is responsible for the accurate and timely processing of vendor invoices, travel reimbursements, and payment transactions. This role supports the full accounts payable lifecycle, including invoice verification, payment scheduling, issue resolution, and maintaining organized financial records. The AP Specialist will support FMA and sub-entities as assigned.

Reports To: Chief Financial Officer and Accounting Manager

Essential Job Functions

• Process vendor invoices accurately and efficiently, including coding and data entry
• Review invoices for accuracy and proper authorization
• Research and resolve invoice discrepancies and vendor inquiries in a timely manner
• Prepare and process weekly payments (ACH, checks, or other methods) in accordance with payment terms
• Maintain organized financial records, including invoices, approvals, and payment histories
• Maintain and update vendor files, including W-9s and contact information
• Assist with annual audits by providing required documentation and support
• Collaborate with internal departments to ensure proper expense coding and approvals
• Provide general accounting and administrative support to the finance team as needed

Minimum Qualifications

• 1–3 years of accounts payable or general accounting experience preferred (entry-level candidates with relevant training may be considered)
• Basic understanding of accounting principles and accounts payable processes
• Experience with data entry and financial systems
• Proficiency in Microsoft Excel and other Microsoft Office applications

Knowledge, Skills, and Abilities

Knowledge of:

• Basic accounting and bookkeeping principles
• Accounts payable processes and financial recordkeeping

Skills in:

• Accurate and efficient data entry
• Basic mathematical calculations
• Organization and time management
• Clear verbal and written communication
• Database Entry and Membership Processing

Ability to:

• Review invoices for accuracy and resolve discrepancies
• Prioritize tasks and meet deadlines in a fast-paced environment
• Maintain confidentiality of financial information
• Work independently as well as collaboratively within a team

This is an excellent opportunity for a dedicated Accounting Specialist to contribute to our accounting department and association