AP Operations Senior Specialist

The Cystic Fibrosis Foundation is a leading healthcare nonprofit organization like no other. For decades, we have been taking major steps and pioneering new ways to advance the mission to find a cure for cystic fibrosis and to provide all people with CF the opportunity to lead long, fulfilling lives by funding research and drug development, partnering with the CF community, and advancing high-quality, specialized care.

 

By joining the Cystic Fibrosis Foundation, you will be part of a dedicated team committed to our core values and working towards a cure for cystic fibrosis. We offer a collaborative and supportive work environment, opportunities for professional growth, and the chance to make a meaningful impact in the lives of those affected by CF. Learn more about why work at the Cystic Fibrosis Foundation.

Position Summary:

The AP Operations Senior Specialist is responsible for overseeing key components of the daily AP process, ensuring accuracy, compliance, and efficiency across payment operations. This role plays a critical part in monitoring payment activity, addressing issues with urgency, collaborating with internal and external stakeholders, and supporting process improvements across AP functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Payment Operations

• Review and approve the daily Settlement Run (SR), focusing on accuracy, compliance, and alignment with internal policies.
• Evaluate whether a threshold should apply to reviews (e.g., amounts over $X or specific payment types).
• Address items in SRs requiring clarification or resolution, collaborating with the appropriate stakeholders to avoid payment delays.
• Monitor unapproved SRs and take action if documents become stale-dated.
• Respond to RUSH SRs with urgency, ensuring timely resolution.
• Identify and address non-compliance, process gaps, and errors in the payment process, proposing and implementing solutions.
• Print and mail checks according to handling instructions, maintaining the special handling log.
• Resolve all issues related to check printing, including voids and reprints, ensuring accurate system documentation.

Bank Activity Monitoring

• Review daily bank activity to identify and address payment returns and exceptions in a timely and accurate manner.
• Ensure all returned payments are appropriately addressed, reissued as needed, and updated in Workday.
• Investigate and clear supplier checks aged 90+ days:
  • Verify check status with suppliers and determine appropriate next steps (reissue or cancel).
  • Maintain accurate and complete documentation in Workday.
  • Partner with AP to process any necessary reissues or cancellations.
  • Clear backlog of stale checks to ensure no items older than 90 days remain unresolved.
  • Immediately review and respond to bank notifications, including fraud alerts, escalating as appropriate.

AutoPay Processing

• Retrieve invoices for suppliers enrolled in AutoPay from respective supplier portals and save to shared folders. ·     
• Validate supplier name consistency between invoice and Workday; work with AP to resolve discrepancies.
• Record AutoPay transactions in Workday weekly, ensuring timeliness and accuracy.
• Address all AutoPay discrepancies promptly and collaborate with internal teams for resolution.

Audit and Compliance Support

• Fulfill AP-related audit requests with accuracy, completeness, and timeliness.
• Maintain documentation and controls in alignment with internal audit standards and external regulatory requirements.

AP Process & Stakeholder Support

• Collaborate closely with AP processors and stakeholders to ensure compliance and support streamlined processing.
• Identify training needs and provide coaching, feedback, and process guidance.·
• Contribute to the development, alignment, and maintenance of standard operating procedures (SOPs).
• Actively participate in Procure-to-Pay (P2P) initiatives, bringing insights to improve end-to-end processes.
• Provide responsive support to the AP team and assist with process improvement opportunities across various AP tasks.

1099 Oversight

• Perform quarterly 1099 reviews following established SOPs:
  • Review both marked and unmarked suppliers to ensure completeness and accuracy.
  • Identify duplicate suppliers (name, TIN, address, bank info) and coordinate with the supplier setup team for corrections.
  • Set clear timelines for updates and provide direction and coaching as needed to the supplier setup team.
• Conduct the annual 1099 mailing and IRS filing in accordance with regulatory deadlines (by Jan 31).
• Maintain up-to-date SOPs related to the 1099 review and filing process.
• In Q4, engage with tax and field stakeholders to gather information related to gaming/winnings (W-2G) for tax reporting.

Special Considerations

• If applicable, follow any special handling procedures for grant-related payments, ensuring compliance with funding requirements and sponsor policies.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 4-6 years of relevant experience required.
• Knowledge of finance and accounting practices, processes, and systems.
• Ability to monitor, review, and reconcile transactional data with attention to detail.
• Problem-solving skills to address discrepancies, inquiries, and exceptions in a timely manner.
• Strong organizational and communication skills for working with colleagues and stakeholders.
• Proficient in Workday, supplier portals, and relevant banking platforms.
• Experience with AP automation tools is a plus.
• Proficiency with financial systems, databases, and Microsoft Office applications.

WORKING CONDITIONS:

• Normal office environment with minimal exposure to excessive noise, dust, or temperature extremes.
• Minimal travel (e.g., 2x/yr) to conferences and meetings, as necessary.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

This position will be posted for a minimum of 5 days or until the position is filled. Applications will be accepted on an ongoing basis, so candidates are encouraged to apply promptly if interested.

The salary range is $71,600.00 to $89,500.00. Specific salary varies based on geographic location and is commensurate with experience.

Total Rewards: The CF Foundation is committed to offering competitive compensation (base pay and incentive), benefits, time off and professional development opportunities that maximize our ability to recruit, retain, reward, and motivate a highly qualified and diverse workforce. Visit our Why Work at the Cystic Fibrosis Foundation for detailed total rewards information.

The CF Foundation is an equal opportunity employer that is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, pregnancy, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Reasonable Accommodations: The CF Foundation is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or would like to request an accommodation due to a disability, please contact us at [email protected].

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