Accounts Payable & Finance Administrator

Except in the case of an undue hardship, La Familia provides reasonable accommodations to persons with disabilities when the accommodations are necessary to enable the persons to perform the essential functions of the job. The Agency also provides reasonable accommodations when necessary based on religious needs. Individuals requiring workplace accommodations must discuss their needs with La Familia Human Resources. Individuals seeking accommodations for disabilities are typically required to provide medical documentation supporting the existence of a disability, the need for the accommodation, and what workplace modifications will enable the employee to perform the essential functions of the job.

POSITION OVERVIEW:

We are seeking a detail-oriented and skilled Accounts Payable Coordinator to join our finance team. This role is responsible for supporting the day-to-day accounts payable functions, including full-cycle AP processing, reporting, check processing, and payment distribution to ensure timely and accurate financial operations. In addition to accounts payable responsibilities, this position provides administrative support to the Finance Director and Finance Team through a variety of clerical and organizational tasks. Responsibilities include filing, record keeping, data entry, processing electronic and paper mail, maintaining correspondence, answering calls, scheduling meetings, and supporting general office operations. Additionally, they will assist in producing monthly financial statements to support the monthly close process. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture. 

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: 

Full-Cycle Accounts Payable Coordination:

• Manage full-cycle accounts payable, including invoice intake, verification, coding, data entry, payment processing, and maintaining accurate financial records in accordance with agency procedures and deadlines 
• Review and verify invoices for accuracy, required authorizations, correct account coding, and compliance with agency policies and financial procedures.
• Process check runs, electronic payments, and vendor reimbursements in a timely and accurate manner while ensuring all payments are properly documented and authorized. 
• Prepare and maintain accounts payable aging reports for review and approval by the Controller and/or Finance Director.
• Prepare, monitor, and maintain accounts payable aging reports and other related financial reports for review by the Controller and/or Finance Director to support effective cash flow management and month-end close activities. 
• Maintain accurate and up-to-date vendor files, including W-9 forms, payment information, insurance documentation, and other required records to ensure compliance and audit readiness. 
• Maintain accurate and up to date vendor records/files, including W-9s and payment details.
• Reconcile vendor statements, research discrepancies, and coordinate with internal departments to ensure invoices and payments are processed correctly and efficiently. 
• Serve as the primary point of contact for vendor and employee inquiries by responding professionally to questions regarding invoices, payment status, and account discrepancies, while working collaboratively to resolve issues in a timely manner. 
• Assist with preparing financial documentation and supporting schedules needed for audits, grant reporting, and internal financial reviews by ensuring all supporting records are complete, organized, and accessible. 
• Support the monthly close process by assisting with accounts payable reconciliations, accruals, reporting, and preparation of monthly financial statements as assigned. 
• Maintain confidentiality of sensitive financial, employee, vendor, and organizational information in accordance with agency standards and professional ethics.
• Collaborate with the Finance Team and other departments to support efficient financial operations and contribute to continuous process improvement efforts.

Payment Processing and Distribution:

• Print and process weekly checks for employee reimbursements and vendor payments.
• Ensure timely, accurate payment process according to approved terms and internal processes for vendors and employees.
• Collaborate with the Controller and Finance Director to coordinate gift card purchasing, donation tracking, and related documentation functions.
• Oversee distribution of all payments and maintain proper documentation records of all transactions. Including filing paid invoices and paid employees check requests in their file.
• Sharing clear expense submission processes and deadlines for payout dates agency-wide. 

Monthly Financial Reporting:

• Support month-end close activities, including reconciliation and reporting preparation.
• Collaborate with the Staff Accountant and/or Controller to produce monthly preliminary Profit & Loss statements.
• Assist in analyzing financial data and completing data reports to support decision-making processes within the finance department.

Support to the Controller and Finance Team

• Provide administrative support to the Controller and Finance Team, including calendar management, meeting coordination, and communication with internal and external stakeholders to support scheduling and departmental needs.
• Coordinate logistics for meetings, training, and department events, including scheduling, preparation of materials, and follow-up communication as needed.
• Prepare and distribute routine and periodic communications on behalf of the Controller, Finance Director, and/or Finance Team.
• Create, organize, and maintain accurate paper and electronic filing and tracking systems, ensuring records are complete, secure, and audit ready.
• Process and distribute incoming mail, electronic correspondence, invoices, and departmental documents in a timely and organized manner.
• Attend meetings at the request of the Controller or Finance Director, prepare agendas, record meeting notes, and assist with follow-up tasks as needed.
• Make copies, scan documents, maintain records, and provide general administrative and clerical support to the Finance Team.
• Support preparation and organization of financial, audit, grant, and compliance-related documentation as requested.
• Submit supply order requests as needed to maintain the office and department daily operations.
• Maintain all Accounts Payable agreements and supporting documents.

Other 

• Support Finance Director/Controller for urgent Ad hoc projects.
• Perform other related duties and special projects as assigned by the Controller, Finance Director, or Finance Team.
• Attend trainings and participate in events relevant to key responsibilities.
• Track and regularly report on key metrics for the responsible function areas.
• Leads and collaborates on projects supporting Agency objectives. 

CORE COMPETENCIES:

Leading the self:

• Demonstrates ethics and integrity 
• Displays drive and purpose
• Manages self and adapts to change
• Exhibiting leadership stature
• Practice self-awareness and continuous learning 
• developing adaptability

INCLUSION, RESPECT, AND COLLABORATION:

• Practices cultural humility and cultural responsiveness when engaging with individuals from diverse backgrounds and life experiences, while practicing appropriate boundaries. 
• Develop relationships with their teams and across the organization to foster cultural humility and cultural responsiveness, teamwork, and collaboration, ensuring positive outcomes for the organization both internally and externally. 
• Utilize effective communication skills to listen and respond with empathy, while adopting a proactive and collaborative approach to drive innovative change. This approach should be sensitive to the organization's culture and its role within the community.

QUALIFICATIONS & EXPERIENCE:

• Associates degree in Accounting/Finance or related field; equivalent combination of education and experience may be considered. 
• Minimum of 1-2 years of previous administrative support experience is required. 
• Exceptional organization skills with strong attention to detail and accuracy.
• Experiences in QuickBooks or other Accounting software.
• Ability to work independently, prioritize tasks and check-in with leaders to make informed decisions.
• Non-Profit and Community Based Organization experience highly desirable.
• Thinks independently and can make informed decisions when needed. 
• Acquires or maintains proficiency in using Microsoft Office, Google Drive products, including Docs, Sheets, and Forms.
• Experience in non-profit and community-based organizations preferred. 
• Demonstrates and models excellent “customer service” orientation and ability to work with diverse populations. 
• Exercises extreme discretion with the ability to hold, balance, and transmit public and confidential information needed by various parties. 
• Valid CA Driver’s license required. 
  • Auto insurance: If your vehicle is used for business-related purposes, it is recommended that you inform your auto insurance carrier.   

OTHER RESPONSIBILITIES:

• Demonstrates cultural awareness and provides respectful, client-centered care. 
• Maintains knowledge of community resources for client referrals 
• Attend work regularly, adhering to policies on absences and tardiness. 
• Understands and applies legal requirements, including confidentiality and risk management.

Timekeeping & Attendance Responsibilities

• Accurately record work hours each day by clocking in/out at scheduled start, break, lunch, and end times.
• Take all required meal and rest breaks in compliance with state, federal, and agency policies.
• Review and submit timesheets by established deadlines to ensure timely payroll processing.
• Notify supervisor promptly of any scheduling conflicts, absences, tardiness, or timekeeping issues. 
• Maintain consistent and reliable attendance to support team and program operations.
• Follow organizational policies and procedures related to overtime, schedule changes, and paid/unpaid leave.
• Correct and/or report any timekeeping discrepancies immediately to the supervisor for resolution.

TEAM COMMITMENT

• Viewed by others as an effective team member who is flexible, cooperative, and willing to assist others, and acts as a resource to team members and clients, where appropriate.
• Handles difficult or conflict situations constructively and seeks appropriate assistance.
• Accepts accountability and constructive feedback.
• Attends all mandatory meetings and staff meetings as required, and actively participates in other departmental professional development, including providing training and consultation.
• Develops and maintains cooperative and courteous relationships with fellow employees, supervisors, managers in other departments, senior management, executive staff, and community stakeholders.
• Handles requests, suggestions, and complaints from other departments and individuals in a tactful and effective manner to maintain goodwill within the agency.  

WORKING CONDITIONS and JOB SETTING:

• Ability to occasionally or frequently stand, walk, sit, and reach with hands and arms above the shoulders 
• While performing the duties of this job, the employee is routinely required to sit, walk, talk, and hear, use hands to keyboard, fingers, handle, and feel, stoop, kneel, crouch, twist, crawl, reach, and stretch.
• The employee is occasionally required to move around the office
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus 
• May require travel, dependent on agency needs
• Can work under deadlines
• Performing general physical activities such as picking up, moving, and using objects, tools, or controls
• The noise level in the work environment is usually low to moderate.

Physical Requirements

• Ability to safely operate a motor vehicle
• Ability to push, pull, and lift up to 50 pounds frequently.
• Ability to stand and move from one location to another daily. 
• Ability to sit for prolonged periods of time
• Ability to visually focus on near and far items, and to be able to switch between them.
• Ability to reliably report to work on time and perform the position's required tasks as scheduled
• Ability to grasp and carry items
• Ability to hear and effectively communicate with co-workers, clients, and the public
• Ability to identify potential issues within the workplace, determine an appropriate means of avoiding and/or resolving the issues, work with others to address the issues, and carry out organized strategies for resolving and preventing similar issues in the future
• Ability to process information and data for use within the organization

BENEFITS:

• Excellent Health benefits package for you and your family, including: 
  • Medical, dental, and vision benefits with 95% employee and 80% dependent employer premium contributions, and employer-paid life insurance.
• Vacation, 15 paid holidays, 12 paid sick days upon accrual
• Employee Assistance Plan to support you and your family’s well-being and finances 
• Pet Plan Benefit: 
  • PetPlus Product and Prescription Discounts, Pet Assure Veterinary Discounts, AskVet 24/7 Pet Telehealth, and ThePetTag Lost Pet Recovery Service
• 403(b) retirement plan
• Work-life wellbeing & excellent work hours
  • La Familia understands the importance of work-life balance! Our therapists enjoy flexible scheduling options, including hybrid work arrangements, to ensure high-quality client care while maintaining their well-being.
• License and Certification renewals reimbursed.
• Supportive/Collaborative work environment 
• Opportunities for Growth and Professional Development
  • We believe in growing together. As a team member, you’ll have access to structured mentorship and ongoing training. Whether you’re pursuing licensure or looking to specialize in clinical psychology, we support your growth every step of the way.