Accounts Payable Specialist

Primary Responsibilities:

• Receive, date, organize, and review vendor invoices, employee reimbursement requests, and supporting documents for completeness and accuracy.
• Confirm that purchases and reimbursements have required approvals and supporting documentation, including purchase orders and evidence of receipt when applicable. Follow up on missing information before processing.
• Review invoices for duplicate charges, mathematical errors, incorrect pricing, and applicable credits. Resolve discrepancies with vendors and agency staff.
• Enter approved invoices and credits into the accounting system. Apply general ledger accounts, cost centers, programs, grants, and other required coding using established guidance; refer uncertain coding or funding questions to the supervisor.
• Prepare payment batches, checks, and electronic payment files for authorized review and release. Monitor due dates and communicate payment priorities or delays to the supervisor.
• Maintain vendor records and obtain required documentation, including Forms W-9. Follow agency verification and approval procedures for new vendors and changes to payment or banking information.
• Reconcile vendor statements to accounts payable records; investigate unpaid items, unapplied credits, and account differences.
• Respond professionally to vendor and employee inquiries regarding invoices, reimbursements, and payment status.
• Maintain organized electronic and paper records linking invoices, approvals, coding, and payment documentation for audit and record retention purposes.
• Assist with month-end and year-end closing by identifying unpaid invoices, supplying accrual information, and helping reconcile accounts payable detail to the general ledger.
• Assist with annual vendor tax reporting by maintaining accurate vendor information and preparing records for review and Form 1099 processing.
• Maintain annual tax-exempt certification
• Provide invoices and payment records requested for grant reporting, financial reviews, and audits.
• Maintain separation of duties. Submit payment preparation, vendor changes, and exceptions for independent approval as required by agency operating procedures.
• Protect confidential financial, employee, and vendor information; promptly report suspected errors, duplicate payments, or unusual payment requests.
• Perform other related accounting and administrative duties as assigned.

Qualifications:

• Associate degree or coursework in accounting, business, or a related field. Experience may substitute for education
• Nonprofit or grant-funded accounting experience; and experience with MIP Fund Accounting or similar fund accounting software preferred
• At least one year of accounts payable, bookkeeping, or related accounting experience, or an equivalent combination of relevant education and experience.
• Working knowledge of basic accounting, invoice processing, and financial recordkeeping.
• Proficiency with Microsoft Excel, email, and computerized accounting systems; ability to learn agency software.
• Strong attention to detail, accurate data entry, and the ability to organize work, meet deadlines, and follow written procedures.
• Professional communication, sound judgment, and the ability to work effectively with staff and vendors.

Physical Requirements:

Work is primarily performed in an office setting and involves frequent computer use, reviewing financial records, and communicating by phone, email, and in person. The employee must be able to perform the essential duties with or without reasonable accommodation. Additional hours may occasionally be needed to meet payment, closing, or audit deadlines, subject to supervisory approval.

Schedule: Monday – Friday, 8:30am-4:30pm