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Job Title: AP Specialist - Vendor MaintenanceJob Description

We are seeking an Accounts Payable Specialist with experience in setting up and maintaining vendors within Oracle. This dynamic role involves working with over 10,000 different vendors, requiring adaptability and an ability to handle a variety of tasks beyond repetitive data entry.

Responsibilities

+ Maintain communication with Vendor Supervisor to align with manager and department priorities.

+ Assist in establishing and maintaining vendor profiles in a database of over 10,000 vendors.

+ Create and update vendors in accordance with accounts payable standards promptly.

+ Correspond with corporate and operational employees, as well as external vendors, regarding vendor status and verification processes.

+ Communicate with corporate and operational employees, and occasionally vendors, when Federal Tax ID names or numbers do not match IRS records.

+ Set up new vendors only when valid W9/W8 information matches the vendors' invoices.

+ Understand IRS 1099 requirements and apply them as necessary.

+ Assist with patient refund uploads.

+ Correct errors in the vendor database as they are identified.

+ Prioritize workflow and adjust to changing conditions throughout the day.

+ Ensure all new trade vendors have a valid W9 or W8 that matches the vendor’s remit to name on the invoice.

+ Process vendor paperwork submitted to WebCenter daily.

+ Resolve vendor issues forwarded to the vendor Inquiry and complete all rejections before month-end close.

+ Complete weekly review of previous weeks' vendor setups.

+ Maintain knowledge of current IRS guidelines for 1099 reporting requirements, including GMR paid 1099 year-end webinar.

+ Update Oracle once valid approval of Vendor Request form and/or approval from Purchasing is received.

+ Communicate and enforce accounts payable vendor policies to all external and internal customers.

+ Identify and resolve errors in the vendor database within 24 hours of occurrence.

+ Inactivate vendors as needed and monitor vendor activity.

+ Review and update AM2000 inactive vendors.

+ Respond to internal and external customer inquiries within 48 hours.

+ Assist Accounts Payable personnel with procedures or system inquiries across all aspects of the department.

+ Assist Accounts Payable Customer Service team in identifying problems with vendor files and respond to issues within 24-72 hours.

+ Ensure documented accounts payable procedures for creating new vendors are regularly followed.

+ Maintain a professional demeanor with all customers and coworkers.

+ Ability to work overtime when necessary to ensure timely and consistent attendance for all workdays not designated as Paid Time Off (PTO) or Leave of Absence (LOA).

+ Adhere to all company policies and procedures.

+ Follow information systems security policies and procedures and report any security problems.

+ Adapt to changing environments to meet best practices and anti-fraud measures.

Essential Skills

+ Accounts Payable experience

+ Vendor setup and maintenance experience

+ Experience working with W9s

+ Experience with 1099 reporting

+ High school diploma or GED

Additional Skills & Qualifications

+ Experience with Oracle

+ Proficiency in Excel

+ Comfortable doing manual work

+ High level of attention to detail

+ Comfortable working in a nuanced role

+ Excellent organizational and time management skills

+ Strong communication skills and ability to collaborate across departments

+ High level of accountability and integrity

Work Environment

The role is set in a vibrant location close to the highway and good food options. The team comprises four members, with two focusing on payment processing and two on vendor management. The culture is diverse, with a mix of personalities ranging from loud and talkative to quiet and reserved. The manager is more reserved but friendly, while the director is energetic and outgoing. Dress code is business casual, and the environment requires adaptability and a readiness to maintain a professional demeanor.

Job Type & Location

This is a Contract to Hire position based out of Greenwood Village, CO.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Greenwood Village,CO.

Application Deadline

This position is anticipated to close on Dec 23, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.