Accounts Payable & Expense Management Specialist

FLSA Status: Non-Exempt

Job Type:  Full-Time                                                   

Reports to: Chief Financial Officer & Vice President of Administration and Shared Services

Office Location: Downtown  Duluth - Skywalk Level 9 West Superior St. Parking in the Tech Village Ramp is provided.

Full-Time Benefits:

• Retirement accounts (You can contribute at any time, but the Y will contribute 12% after two years of service with 1,000 hours in each of the two years)
• Medical, Dental, Vision, and Life Insurance Plans 
• Medical and Dependent Flexible Spending Accounts available
• Long and Short-Term Disability Coverage
• Employee assistance program
• Complimentary nationwide 2 adult family membership to the Y
• Discounts on programs, summer camps, YMCA Camp Miller
• Paid time off (About 120 hours/ year and starting with 40 hours)
• Paid parental leave
• Subscription to the Calm app
• Bereavement leave
• Paid holidays
• Team member referral program
• Employee engagement and appreciation activities
• Growth and development opportunities 
• Free parking
• Leadership certification and related training offered and encouraged

Objective/Summary

The Accounts Payable & Expense Management Specialist supports the financial operations of the Lake Superior YMCA and Shared Services clients by managing accounts payable, expense management, organizational credit card programs, Amazon Business accounts, and club card programs. This position is responsible for tracking monthly bank reconciliations and bank statements for all YMCA entities and Shared Services clients, maintaining audit-ready financial records, and coordinating Accounting Interns in the scanning, filing, and retention of financial documentation. The Accounts Payable & Expense Management Specialist serves as a key member of the Finance Team, ensuring financial transactions are accurately processed, documented, and retained in accordance with organizational policies and audit requirements.

Our Culture

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger, beginning with you.

Essential Functions

• Process accounts payable transactions accurately and timely and through approved payment methods.
• Maintain vendor records and supporting documentation.
• Verify invoices for proper approvals and coding.
• Administer the YMCA's corporate credit card program through Sage Expense Management.
• Review and reconcile monthly credit card statements and transaction activity.
• Verify that all credit card transactions have appropriate receipts and supporting documentation and follow up with cardholders regarding missing receipts and coding discrepancies.
• Upload and maintain expense coding within Daxko Accounting.
• Reconcile Sage Expense Management reports to monthly credit card statements.
• Provide support and training to staff regarding expense reporting procedures and credit card compliance.
• Serve as the primary administrator for the YMCA Amazon Business account and manage user access, purchasing permissions, and purchasing activity.
• Administer organizational club card programs and related purchasing accounts and maintain supporting documentation and reporting for all purchasing programs.
• Track completion of monthly bank reconciliations for Lake Superior YMCA and all Shared Services clients.
• Monitor the timely receipt and retention of monthly bank statements for all accounts and maintain organized electronic files of bank statements and reconciliation documentation.
• Assist the CFO and Finance Team in ensuring all bank reconciliations are completed and properly documented.
• Maintain audit-ready records supporting all bank accounts and reconciliations.
• Perform weekly reconciliation of membership cash receipts and deposits.
• Verify membership-related cash collections, credit card activity, and deposit records against system reports and bank deposits.
• Coordinate with branch staff to ensure timely and accurate deposit reporting.
• Maintain supporting documentation and reconciliation records for audit and internal control purposes.
• Assist and works with Finance Leadership Team and auditors in completion of annual audits.
• Assists the Leadership Team to provide needed information for various audits that may be conducted by outside agencies such as grant funders.
• Serve as a cross-functional member of the Central Services Team and provide backup support as needed.
• Prepares ad-hoc analyses and reports as requested. 
• Accepts other duties as assigned to promote the accomplishment of departmental goals.
• Responds to all staff, member and client inquiries expeditiously, and within 24 business hours, when possible.
• Puts into practice the YMCA’s core values of Honesty, Caring, Respect, and Responsibility while advancing the cause-driven culture of the Y.
• Commitment of supporting principles of equal opportunity and affirmative action to achieve a diverse work environment. 

Leadership Competencies

• Mission Advancement
• Collaboration
• Operational Effectiveness
• Developing Self & Others
• Emotional Maturity

Work Environment

The Accounts Payable & Expense Management Specialist will work in a standard office with a desk, computer, and other office equipment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods and be able to communicate using a computer and phone/smart device. 
• The employee frequently is required to sit and reach, and must be able to move around the work environment
• The employee must occasionally lift and/or move up to 25 pounds
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• The noise level in the work environment is usually moderate
• While performing duties of this job, employee is frequently required to stand; walk; sit; use hand to handle, or feel; reach with arms and hands. 
• Must be able to remain alert.
• Must be able to sit or stand for extended periods.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

Supervisory Responsibility

The Accounts Payable & Expense Management Specialist will have no direct supervision but will work collaboratively with the Finance Team.

Position Type and Expected Hours of Work

This is a full-time position in the office Monday through Friday with expected hours 8:00am – 4:30pm. 

Travel

Travel may be necessary to other office locations for the Lake Superior YMCA, partner YMCAs and local and regional YMCA and non-YMCA trainings, meetings and events. 

Required Education and Experience

• Associates’ degree in accounting/business or at least 2 years of experience in bookkeeping/accounting
• Ability to work with integrity, discretion and a professional approach
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Experience working with Excel. 
• Certifications: CPR/AED for the Professional Rescuer or equivalent, and Basic First Aid (required). Training can be provided upon hiring, and must be obtained within 60 days. Higher levels of certification are accepted.
• Commitment of supporting principles of equal opportunity and affirmative action to achieve a diverse work environment. 

Additional Eligibility Qualifications 

• Must be able to pass a background check.

EEO Statement

The Lake Superior YMCA (the Y) provides equal employment opportunities (EEO) to all employees and applicants for employment with regards to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Y complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties