Accounts Payable Specialist

National Society of Black Engineers • Alexandria, VA

29d • $50,000 - $55,000 • Hybrid

About The Position

Detail-oriented Account Payable Specialist with experience in accounting operations, including balance sheet and income statement management, monthly reconciliations, tax exemption processing, and accounts payable administration. Skilled in invoice processing, payment tracking, and financial compliance. Adept at utilizing accounting software and financial systems to ensure accuracy and efficiency.

Requirements

• College degree, three to five years of related experience and/or training, or equivalent combination of education and experience.
• Computer skills required: Microsoft Office, Excel, Project Management Software
• Bill.com experience preferred
• Sage Intacct Accounting Software experience is a plus
• Contract Management Systems

Nice To Haves

• Bill.com experience preferred
• Sage Intacct Accounting Software experience is a plus

Responsibilities

• Oversee selected balance sheet accounts, including fixed assets and prepaid expenses.
• Manage expense accounts within the income statement through comprehensive accounts payable (AP) management using Bill.com and credit card transactions.
• Manage the AP submission to the AP portal/JotForm and ensure entries into Bill.com within five business days.
• Create and maintain vendor profiles in Bill.com and Sage Intacct.
• Collect and manage W-9s (including W-8s for international vendors) in electronic and hard copy formats.
• Route vendor approvals through Bill.com and maintain accurate vendor details (e.g., name, address, DBA, email).
• Send e-payment invitations and determine initial 1099 eligibility.
• Oversee the annual 1099 reporting process via Tax1099.
• Manage credit card authorization forms (CCAF) and direct bill applications.
• Coordinate the national treasurer's credit card authorization process using JotForm.
• Co-manage M&T P-cards through CentreSuite and oversee Company Credit Cards and Accounting P-cards.
• Collaborate with the Contract & Operations Manager to ensure contracts are executed before processing payments.
• Conduct periodic reviews of auto-payment accounts with the Office Manager.
• Handle special projects and assigned financial tasks.
• Administer the general exemption survey semi-annually, enabling, updating, and restricting access as needed.
• Generate and distribute GEN letters for verified chapters that are in good standing.
• Submit an updated master list of tax-exempt chapters to the IRS.
• Maintain electronic and hard copy records of state tax exemption statuses.
• Process applications for new and renewal state tax exemption certificates.
• Respond to inquiries regarding payment statuses submitted through the AP portal.
• Investigate and resolve AP-related issues with vendors and employees.
• Collaborate with regional and national treasurers to support financial operations.
• Train employees on the AP process during onboarding.
• Train new National Treasurers on AP submission protocols.
• Serve as a backup for processing refunds.

Benefits

• option to work remotely
• vacation and personal time off
• 100% company-paid medical, dental, vision, short-term and long-term disability, life insurance benefits
• eleven paid holidays
• a 401(k) plan that matches up to 4%

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree