Accounts Payable Specialist
About The Position
The Accounts Payable Specialist manages accounts payable in a fast-paced, detail-oriented nonprofit environment. The role ensures timely and accurate invoice processing, appropriate approvals, budget verification, and compliance with accounting standards, grant regulations, AmeriCorps guidelines, and uniform guidance. The position maintains customer service and data integrity standards. The specialist coordinates with vendors, program staff, and grant accountants; supports monthly and year-end closing and reconciliations; generates reports; and assists with bi-weekly payroll processing as backup support. The role also helps improve processes for efficiency and compliance.
Requirements
- Associate degree in business or accounting, or equivalent work experience.
- At least 3 years of accounts payable or general accounting experience.
- Strong written and verbal communication skills.
- High attention to detail and accuracy in invoice processing and data entry.
- Proficiency in Microsoft Excel and experience with financial systems or databases.
- Ability to independently research and resolve discrepancies.
- Ability to manage multiple priorities and deadlines.
- Ability to travel locally and statewide as needed to attend meetings.
- Ability to communicate effectively with people and groups in multiple settings within and outside the organization.
- Ability to effectively use existing and emerging technology to achieve required results.
- Ability to transport moderately heavy objects up to 25 pounds.
Responsibilities
- Review, code, and enter vendor invoices with proper documentation, approvals, and budget coding.
- Prepare and process check and ACH payments on schedule and monitor due dates to avoid late fees.
- Verify expenditures against grant guidelines and assist in tracking spending against program budgets.
- Maintain audit-ready transaction documentation and assist with audits and financial reviews.
- Follow organizational accounting procedures, internal controls, and AmeriCorps grant policies.
- Maintain accurate vendor records, including W-9s and contact information.
- Respond to vendor inquiries and promptly resolve payment issues.
- Process and distribute year-end IRS Forms 1099 and 1096.
- Coordinate with program staff to secure approvals and budget codes and resolve documentation discrepancies.
- Support grant accountants with documentation for reimbursements and reporting.
- Assist with monthly and year-end closings, including accounts payable aging and reconciliations.
- Generate accounts payable reports for finance and program teams.
- Recommend and implement process improvements for efficiency and compliance.
- Assist with bi-weekly payroll processing and provide backup support for payroll administration.
Benefits
- Medical insurance
- Health Savings Account (HSA)
- Dental insurance
- Vision insurance
- Flexible Spending Account (FSA)
- Life insurance
- Disability insurance
- Paid time off (PTO)
- 401(k)
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
