Accounts Payable & Receivable Specialist

Detail-oriented specialist to support our finance operations. This position manages the full accounts payable cycle, oversees billing and the reconciliation of deposits to invoices, processes staff and volunteer reimbursements, and supports month-end close and the annual audit. The specialist works closely with the CFO, the Accounting Manager, and staff across other departments, as well as with vendors, members, and volunteers, and serves as a friendly and reliable point of contact for questions about payments and invoices.

Key Responsibilities

Accounts Payable

• 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 ensure that vendor payment records are accurate and complete for 1099 reporting.

Accounts Receivable, Invoicing, and Deposit Reconciliation

• 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.

Expense Reimbursements

• 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 that monthly staff credit card reconciliations are completed accurately and on time.

Month-End Close and Audit Support

• 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.

Other

• Perform other related duties as assigned.