Accounts Payable & Expense Specialist
About The Position
The Accounts Payable & Expense Specialist plays a key role in supporting the financial operations of the Association and Foundation through the accurate and timely processing of invoices, employee expense reports, vendor payments, and related accounting activities. This position works closely with employees, vendors, Class Presidents, and Finance team members to ensure compliance with organizational policies, maintain strong internal controls, and provide excellent customer service. The ideal candidate is detail-oriented, organized, customer-focused, and comfortable managing multiple priorities in a fast-paced environment. This is a non-exempt position reporting to the Director, Financial Operations.
Requirements
- Minimum one (1) year of accounts payable, accounting, or related finance experience, preferably within a nonprofit environment.
- Working knowledge of accounting principles, accounts payable processes, and employee expense reporting.
- Proficiency in Microsoft Excel and other Microsoft Office applications.
- Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
- Excellent communication and customer service skills, with the ability to manage multiple priorities and deadlines.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.
Nice To Haves
- Experience with Blackbaud Financial Edge NXT, BBXP, Concur, or similar financial systems preferred.
- Experience maintaining vendor records and supporting annual audit and 1099 reporting preferred.
Responsibilities
- Process invoices, employee expense reports, and vendor payments through Blackbaud Financial Edge NXT/BBXP, ensuring appropriate coding, approvals, and supporting documentation are complete.
- Review invoice and expense submissions for accuracy, compliance with organizational policies, and proper general ledger and project coding.
- Support weekly AP processing, including check and EFT payment runs, cash requirement reviews, and payment documentation.
- Maintain vendor records, including W-9s, ACH/EFT information, remit-to addresses, and year-end reporting documentation.
- Serve as a primary point of contact for employees and vendors regarding invoices, payments, expense reports, and related questions.
- Coordinate class-related invoices and payment requests, working directly with Class Presidents and vendors to resolve questions and ensure timely payment processing.
- Reconcile AP-related accounts and activity and prepare correcting or reclassifying journal entries as needed.
- Assist with month-end close, annual audit support, and 1099 preparation and reporting.
- Support AP workflows, SOP compliance, process improvements, and document management.
- Assist with special projects and other duties as assigned.
Benefits
- Competitive salary commensurate with experience
- Opportunity to participate in the organization's annual bonus program, when eligible
- Medical insurance
- Dental insurance
- Vision insurance
- Flexible Spending Account (FSA)
- Health Savings Account (HSA)
- Fully-vested 403(b) retirement plan with employer matching
- 22 days of accrued paid time off (PTO) per fiscal year
- 14 paid holidays per calendar year
- Group life insurance
- Short-term disability
- Long-term disability
- Identity theft protection
- Annual opportunities for professional development
- Use of certain recreational facilities (including the Brigade Sports Complex gym, marina and indoor/outdoor pools) through the Naval Academy
- Category II eligibility for employee children to apply to the Naval Academy Primary School through the Naval Academy
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
