Job Description
Job Description
Our client is seeking an Accounts Payable Specialist responsible for overseeing all aspects of the accounts payable process in a non-profit environment. This role ensures that all invoices, reimbursements, and disbursements are processed accurately and in compliance with organizational policies, grantor requirements, and audit standards.
The ideal candidate is detail-oriented, organized, and committed to supporting the mission of the organization through accurate financial processing and vendor relationship management.
Responsibilities:
Accounts Payable Management
- Review, code, organize, and process daily invoices; route for approval as needed.
- Prepare and execute weekly check runs, including cutting checks and assembling backup documentation for CFO review and signature.
- Respond to vendor inquiries and resolve discrepancies in a timely and professional manner.
- Reconcile vendor statements and follow up on outstanding items.
- Ensure timely payment of all invoices to maintain good vendor relationships.
- Maintain accurate vendor records, including name, address, EIN/SSN, W-9, 1099 status, and contact information.
- Process and maintain year-end 1099 statements.
Expense & Credit Card Oversight
- Audit and enter corporate credit card transactions.
- Review employee expense reports for accuracy and policy compliance.
Financial Data Entry & Support
- Enter and record incoming funds in the accounting system.
- Prepare daily bank deposits.
- Post biweekly payroll journal entries.
- Assist in preparing year-end audit schedules and provide supporting documentation.
- Enter monthly volunteer hours and track in internal systems.
- Distribute and track gift cards, updating the gift card log regularly.
Grant Reimbursement Submissions
- Prepare and submit monthly reimbursement requests to VOCA, CSC, and DCF, ensuring accuracy and timely submission.
Additional Duties
- Maintain organized, electronic vendor files by fiscal year.
- Support the CFO with special projects and other duties as assigned.
- Accounts Payable (AP)
- Entering and Coding Invoices
- Check Runs
- Invoice Processing
- Non-profit Accounting
- Expense Reimbursements
- Payroll Entry