Accounts Payable Specialist

Role’s Mission:

Because the prompt and efficient payment of invoices and other financial payment processes are critical to the financial health of Christ Chapel, this person is entrusted with the independent day to day ownership of the accounts payable function. This individual will help safeguard the church’s financial integrity by ensuring that payments are fully supported, properly approved, accurately coded, and consistently compliant with church policy.

Christ Chapel’s Mission:

“To stretch every involved person from the threshold of their spiritual pilgrimage toward becoming a fully developed follower of Christ” (Col 1:28-29).

Role’s Responsibilities:

Payment Processing

• Own the end-to-end accounts payable process and ensure invoices and payment requests are reviewed, approved, and processed accurately and timely.

• Serve as the primary point of contact for ministries and vendors regarding invoice status, payment timing, and resolution of payment-related issues.

• Exercise judgment in determining when documentation, approvals, or account coding are insufficient and hold, return, or escalate items as appropriate.

• Sort, handle, and distribute invoices to the appropriate ministry leaders.

• Support ministries as they have questions regarding the process of check and wire requests.

• Process weekly check requests and direct deposits.

• Weekly scanning of receipts and invoices.

• Confirm outstanding payments or amounts due and proactively follow up to resolve discrepancies.

• Book miscellaneous monthly fees auto drafted from our account.

• Monitor payment workflows and recommend process improvements that increase accuracy, timeliness, and internal control.

Vendor Management

• Own the integrity of vendor data and supporting documentation, including W-9s, ACH forms, Certificates of Insurance, and related records.

• Process and maintain 1099 records.

• Coordinate annual vendor outreach to obtain updated information and maintain compliance records.

General Expense Management

• Interprets and applies the Christ Chapel expense policy to verify staff are making purchases that fall in line with the exempt purpose of the Church.

• Confirm required approvals are present before payments are made.

• Identify and investigate missing documentation, unclear business purposes, incorrect coding, duplicate charges, and unusual patterns throughout the various payment methods used by Christ Chapel (ACH, Check, Credit Card).

• Communicate required corrections to staff and ministry leaders and follow through until issues are resolved.

• Enforce controls related to wire transfers, including determining whether requests meet documentation and authorization standards before processing.

Capital Expenses

• Maintain capital expenditure documentation for fixed asset accounting and audit support.

• Track construction-in-progress expenditures and ensure expenses are classified appropriately.

• Record capital expenses made on church credit cards.

• Book monthly depreciation.

Credit Card & Reimbursement Expenses

• Maintain record of credit card checkouts.

• Manage the process of ensuring all employees reconcile their credit cards on a weekly basis and hold employees accountable for timely and complete submissions of information.

• Review all employee reimbursements on a weekly basis and use independent judgment to ensure the expenses are appropriate, support is properly provided, and transactions are being approved by employee supervisors.

Additional Duties and Expectations

• The position is expected to exercise discretion and sound judgment in evaluating documentation, determining payment readiness, identifying exceptions, and enforcing compliance requirements.

• The role has authority to delay or withhold payment processing when required approvals, documentation, coding, or compliance standards are not met.

• The position is responsible for identifying risks, resolving routine exceptions, and escalating significant or sensitive matters to the Finance Director with recommended action.

• Must be able to communicate policy requirements firmly and graciously when resolving documentation, approval, or compliance issues.

• Must demonstrate sound judgment, discretion, and ownership in handling confidential financial information and sensitive payment matters.

Role’s Reporting Relationship: This position reports to the Finance Director.

Role Details: Full-Time | Non-Exempt | Hourly