Accounts Payable Specialist

Childrens Rescue Fund-posted 16 days ago

Full-time • Entry Level

New York, NY

51-100 employees

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The Children’s Rescue Fund (CRF) is seeking a detail-oriented and dependable Accounts Payable (AP) Specialist to join its Finance team. This position plays a vital role in maintaining accurate, timely, and compliant payment processing for vendors, consultants, and staff reimbursements across CRF’s city-funded programs and operations. Reporting directly to the Accounts Payable Manager (AP Manager), the AP Specialist supports the end-to-end accounts payable cycle, ensuring full compliance with internal controls, contract requirements, and nonprofit fiscal best practices. The ideal candidate will thrive in a fast-paced, mission-driven environment and be committed to upholding financial integrity and vendor accountability.

Review, verify, and process all vendor invoices, consultant contracts, and staff reimbursement requests in accordance with CRF policy
Match invoices to purchase orders and receiving documentation; resolve discrepancies as needed
Ensure accurate coding of all payables (GL account, fund, program, and project codes) before entry into Blackbaud Financial Edge
Prepare and execute scheduled payment runs (checks, ACH, or wire) in coordination with the AP Manager and Finance Director
Maintain proper authorization, documentation, and audit trails for all disbursements
Ensure adherence to CRF’s approval matrix and cost allocation standards, particularly for DHS- and HRA-funded programs
Maintain accurate and updated vendor files, including 1099 status, W-9s, and payment terms
Assist in annual 1099 preparation and audit compliance documentation
Reconcile the AP subledger to the General Ledger on a monthly basis
Record and assist in tracking accruals and prepaid expenses
Participate in the month-end and year-end closeout processes in coordination with the broader Finance team
Respond to inquiries from vendors and staff professionally and in a timely manner
Reconcile vendor statements and resolve payment issues in collaboration with the Procurement team
Assist with onboarding new vendors and maintaining accurate contact and tax data
Cross-train with other members of the Finance team and support backup coverage for the AP Manager as needed
Participate in process improvement initiatives and maintain workflow documentation
Attend finance or interdepartmental meetings as directed
Contributes to the overall success of the organization by performing all other duties and responsibilities as assigned by supervisor or designee, and being able to pivot with ever-changing priorities and newly added job-related responsibilities that arise based on business changes, needs, and demands

Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred
Minimum 2 to 3 years of hands-on accounts payable experience, preferably in a nonprofit, governmental, or fund accounting setting
Strong understanding of internal controls, coding standards, and fund source requirements
Highly ethically motivated and results-oriented, proven creative problem solver with positive respectful proactiveness
Must have incredible initiative, the ability to work well under pressure, and the ability to be flexible and work both independently and as part of a team to complete complex projects in a fast-paced environment
Exhibit high attention to detail and problem-solving skills with the ability to manage competing deadlines in a high-volume environment with accuracy, efficiency, and professionalism
Capable of working in a dynamic, rapidly changing environment, adapting to multiple and shifting required priorities and collaborating with a wide range of colleagues to deliver expected results
Utilize demonstrated good judgment, sensitivity, and high discretion in the handling of confidential information
Superior written and verbal communication skills, coupled with excellent organization and leadership skills
Proficiency in Blackbaud Financial Edge or equivalent ERP accounting system
High level of computer proficiency in Word, Excel (advanced level), and the ability to learn new technologies and databases
May be required to work long hours and a varied schedule
Travelling throughout various locations in the New York City area
This is a full-time position with the need to be flexible due to the organization being a 24/7 operation
Lifting and moving objects weighing up to 30 pounds several times a week
Climatic issues of temperature variance and ventilation association with resident facility impact delivery of services
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

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