Accounts Payable & Receivable Specialist
About The Position
The Accounts Payable & Receivable Specialist supports finance operations by managing the full accounts payable cycle, overseeing billing and reconciliation of deposits to invoices, processing staff and volunteer reimbursements, and supporting month-end close and the annual audit. The specialist works closely with the CFO, Accounting Manager, staff in other departments, vendors, members, and volunteers, and serves as a point of contact for payment and invoice questions. Responsibilities include processing vendor invoices and payments, maintaining vendor records, preparing and sending invoices, applying and reconciling payments, monitoring outstanding balances, reviewing reimbursements, and ensuring monthly staff credit card reconciliations are completed accurately and on time. The role also prepares account reconciliations and supporting journal entries, assists with month-end close, supports annual audit and Form 990 preparation, and recommends process improvements. This is a full-time, non-exempt position with a standard 40-hour work week. It follows a hybrid model, with onsite work at the Washington, DC office on Tuesdays and Wednesdays; work is primarily performed at a computer in an office or home-office setting.
Requirements
- At least two years of experience in accounts payable, accounts receivable, or a combined AP/AR role.
- Strong understanding of accounting principles and financial controls.
- Experience with cloud-based accounting software and payment platforms.
- Strong attention to detail and ability to manage recurring deadlines.
- Ability to manage high transaction volumes during peak periods and prioritize competing deadlines effectively.
- Intermediate Excel or Google Sheets skills, such as lookups, pivot tables, and filters.
- Clear, courteous written and verbal communication with colleagues, vendors, and members.
- Sound judgment in handling confidential financial information.
Nice To Haves
- Associate or bachelor’s degree in accounting, finance, or a related field, or equivalent experience.
- Experience in a nonprofit or association setting.
- Experience with Sage Intacct and/or BILL.
- Familiarity with audit preparation.
- Familiarity with federal and donor-funded project accounting and compliance.
Responsibilities
- Receive, review, and code vendor invoices to the correct general ledger accounts, departments, and programs in Sage Intacct.
- Route invoices for approval and process payments through BILL on a regular payment schedule.
- Set up and maintain vendor records, including collecting W-9 forms.
- Respond to vendor inquiries and resolve payment discrepancies promptly and courteously.
- Assist with year-end Form 1099 preparation and maintain accurate, complete vendor payment records for 1099 reporting.
- Prepare and send invoices for sponsorships, institutional memberships, events, competitions, and other revenue.
- Reconcile deposits to invoices and apply payments to the correct customer accounts.
- Monitor aging reports and follow up on outstanding balances.
- Review staff and volunteer reimbursement requests, including travel, per diem, and mileage, for completeness and compliance with MAA policy.
- Process approved reimbursements in a timely manner and answer questions from requesters.
- Ensure monthly staff credit card reconciliations are completed accurately and on time.
- Prepare account reconciliations and supporting journal entries for AP, AR, and related accounts.
- Assist with month-end close tasks on schedule.
- Prepare schedules and documentation for the annual financial audit and Form 990.
- Recommend process improvements that strengthen accuracy and internal controls.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
