Job Title: AP Specialist – Vendor Maintenance
Job Description

This role focuses on setting up, maintaining, and monitoring a large vendor database within Oracle as part of the Accounts Payable team. You will ensure vendor records are accurate, compliant with IRS requirements, and aligned with internal policies, while working in a dynamic environment where each day brings different tasks rather than repetitive data entry. You will collaborate closely with internal departments and external vendors, resolve vendor-related issues in a timely manner, and help maintain strong controls that support best practices and anti-fraud measures.

ResponsibilitiesMaintain ongoing communication with the Vendor Supervisor and Accounts Payable leadership to align with department priorities.Establish and maintain vendor profiles in an accounts payable database of over 10,000 vendors.Create and update vendor records in Oracle in accordance with Accounts Payable standards and within required timelines.Process vendor paperwork submitted through WebCenter on a daily basis.Ensure all new trade vendors have a valid W9 or W8, in accordance with IRS TIN matching requirements, and that this information matches the remit-to name listed on the invoice.Set up new vendors only when valid W9/W8 information matches the vendor’s invoice details.Maintain current knowledge of IRS 1099 reporting requirements and participate in year‑end 1099 training and webinars as needed.Assist with 1099-related processes by ensuring vendor data supports accurate year‑end reporting.Assist with patient refund uploads and related vendor or payee record updates.Identify errors in the vendor database and correct them within 24 hours of discovery.Inactivate vendors as needed and monitor vendor activity to ensure accuracy and prevent inappropriate use.Review and update inactive vendors in systems such as AM2000 as required.Complete a weekly review of vendor setups from the previous week to ensure accuracy and compliance.Resolve vendor issues forwarded to the Vendor Inquiry queue and complete all rejections before month‑end close.Assist the Accounts Payable Customer Service team in identifying problems with vendor files and respond to issues within 24–72 hours.Respond to inquiries from internal and external customers within 48 hours, providing clear and professional communication.Communicate and enforce Accounts Payable vendor policies to internal departments and external vendors.Ensure documented Accounts Payable procedures for creating new vendors are followed consistently and reviewed regularly.Update Oracle once valid approval of Vendor Request forms and/or approval from Purchasing has been received.Assist other Accounts Payable personnel with process questions, system inquiries, and general support across the department.Prioritize workflow and adjust to changing conditions throughout the day, managing multiple tasks and deadlines.Adhere to all company policies and procedures, including information systems security requirements.Follow information systems security policies and procedures, attend security training when offered, and promptly report any information systems security concerns.Adapt to a changing environment by incorporating best practices and anti‑fraud measures into daily work.Maintain a professional demeanor with all customers, coworkers, and stakeholders.Demonstrate reliable, timely, and consistent attendance for all scheduled workdays, with the ability to work overtime when needed to meet deadlines.Essential SkillsHands-on Accounts Payable experience, with a focus on vendor setup and maintenance.Proven experience setting up and maintaining vendor records in an Accounts Payable system.Experience working with W9 forms and understanding of W8 documentation.Experience supporting 1099 reporting processes and IRS 1099 requirements.High school diploma or GED.Strong attention to detail with the ability to identify and correct data discrepancies quickly.Comfort working with nuanced situations and “grey areas” where judgment and interpretation are required.Excellent organizational and time management skills to handle shifting priorities and multiple tasks.Strong written and verbal communication skills, with the ability to work collaboratively across departments.High level of accountability and integrity, with a willingness to own mistakes and learn from them.Consistent, reliable attendance and the ability to adhere to a set work schedule.Additional Skills & QualificationsExperience working in Oracle for vendor setup and maintenance.Proficiency with Excel for reviewing, tracking, and analyzing vendor or payment data.Comfort performing some manual work in addition to system-based tasks.Familiarity with large vendor databases (10,000+ vendors) and related controls.Ability to prioritize workflow and adjust to changing conditions throughout the day.Experience collaborating with Accounts Payable Customer Service and Purchasing or similar teams.Understanding of best practices and anti-fraud measures in Accounts Payable environments.Ability to maintain professionalism while working with a variety of personalities and communication styles.Work Environment

You will work on-site as part of a close-knit Accounts Payable team of four, including colleagues focused on payment processing and vendor management. The schedule follows a standard, set workweek with no flexibility in core hours, although leadership understands that occasional exceptions may arise; however, frequent schedule disruptions are not acceptable. Overtime may be required during peak periods, such as month-end or year-end. The team culture blends different personalities—some team members are more talkative and outgoing, while others are quieter and focused—creating a balanced environment where you can both collaborate and concentrate on detailed work. The office is located in a desirable area near a well-known entertainment venue, where you may hear artists warming up and doing sound checks, and it offers convenient access to highways and a variety of nearby food options. You will primarily work in Oracle and Excel, along with tools such as WebCenter and other internal systems, and will be expected to follow all information systems security policies and procedures. The environment emphasizes professionalism, accountability, and mutual respect, with leadership that is personable, supportive, and focused on maintaining a mission-driven, service-oriented culture.

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\n classification and length of employment. Benefits are subject to change and may be\n subject to specific elections, plan, or program terms. If eligible, the benefits\n available for this temporary role may include the following:\n\n
• Medical, dental & vision\n
• Critical Illness, Accident, and Hospital\n
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available\n
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)\n
• Short and long-term disability\n
• Health Spending Account (HSA)\n
• Transportation benefits\n
• Employee Assistance Program\n
• 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 Apr 22, 2026.

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\n\nAbout Aston Carter:\n

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.

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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.

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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 astoncarteraccommodation@astoncarter.com for other accommodation options.

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