Accounts Payable Specialist

The Accounts Payable Specialist ensures accurate accounting, compliance with grant requirements, and effective stewardship of funds. This role prepares detailed reports for funders, supports audits, and assist in ensuring timely and compliant grant reporting. The Accounts Payable Specialist collaborates with program and development teams to align financial practices with grant budgets and restrictions, contributing to strategic planning and sustainability.

Essential Functions

• Oversee the full accounts payable cycle, including invoice intake, coding, approvals, payments, and reconciliation
• Ensure accurate and timely processing of invoices, expense reports, and vendor payments in accordance with organizational policies and grant/funder requirements
• Maintain accurate vendor records, W-9 forms, and documentation required for 1099 year-end tax reporting
• Own the resolution of accounts payable and expense discrepancies- researching issues, coordinating with internal departments and vendors, and ensuring accurate and timely correction
• Ensures all American Express and Amazon transactions are properly documented, matched to receipts, coded to the correct cost centers/grant, and reconcile prior to bill payment
• Independently prepare and post journal entries into the ABILA/MIP accounting system, including adjusting journal entries
• Prepare monthly balance sheet/Income account reconciliations for assigned accounts
• Responsible for maintaining audit-ready account groups, ensure the accuracy of all assigned balances in preparation for year-end audits, and monthly contract performance reporting
• Assist with annual audits, including provision of supporting documentation
• Resolve accounts discrepancies, concerns, or issues within a month of discovery/occurrence
• Quarterly and Annual grant reporting with timely closeouts
• Budget preparation and subsequent modification documents
• Accuracy of variance reporting for monthly grants
• Budget and subsequent modification as necessary
• Preparation of annual grant documents
• Routine File Maintenance

• Bachelor’s degree in accounting required
• Minimum 2 years required of general ledger accounting experience with any major accounting cycle
• Familiarity with non-profit accounting principles preferred
• Federal, State, and local grant experience is a plus
• Excellent time management skills with a proven ability to meet deadlines
• Ability to prioritize tasks and to delegate them when appropriate
• Ability to function well in a high-paced and at times stressful environment
• Attention to detail and ability to work under strict deadlines and prioritize competing assignments
• Self-starter who is proactive and can work independently
• Organizational and time management skills to support ability to track and prioritize ongoing projects and tasks and a keen eye for detail
• Good verbal and written communication skills; ability to communicate financial information to employees and simplify complex financial concepts
• Computer proficiency in MS Office, intermediate Excel skills, and MIP, Abilia, or any current accounting software required