Accounts Payable Specialist

The West Haven Community House is currently seeking to hire a detail-oriented Accounts Payable Specialist to expand our Financial Team. If you have a financial background, hands-on experience with Sage-Intact and bookkeeping, this could be your opportunity to join our organization! 

Full-Time: 8:30am - 4pm: 35-hour Position

THIS FULL-TIME POSITION OFFERS:

Medical, Dental, Accrued Vacation, Sick and Personal time

401K (After Eligibility)

Free Gym Membership-Planet Fitness Black Card! 

Credit Union, Employee discounts, Tuition Assistance, Referral Program

Free Life Insurance, Long Term Disability, Vision

ACCOUNTS PAYABLE SPECIALIST

REPORTS TO: Executive Financial Officer

GENERAL DESCRIPTION: The Full-Time Accounts Payable Clerk is responsible for the timely and accurate processing of vendor payments for a human service's nonprofit agency. This role primarily focuses on bill payment functions, ensuring expenses are properly documented, coded, approved, and paid in accordance with agency policies, grant requirements, and funding regulations. The position supports multiple programs (e.g., housing, behavioral health, community-based services) and helps ensure vendors are paid promptly so services to clients are not disrupted. The Accounts Payable Clerk will be able to manage recurring deadlines and prioritize workload, have a strong attention to detail and accuracy, a basic understanding of fund accounting and grant-funded environments, and be proficient in accounting software and Microsoft Excel.

QUALIFICATIONS:

• High school diploma required, associate’s degree in accounting or related field preferred.
• Minimum 1–2 years of accounts payable or bookkeeping experience.
• Experience in a nonprofit or human services organization preferred.

ESSENTIAL JOB RESPONSIBILITIES:

• Receives, reviews, and processes vendor invoices and purchase orders for payment.
• Verifies appropriate approvals and supporting documentation prior to payment.
• Codes invoices to proper programs, grants, and cost centers.
• Prepares weekly check runs, ACH payments, and credit card payments.
• Enters invoices and payments into financial system accurately and on time.
• Maintains accurate and organized vendor files (W-9s, contracts, payment terms) in finance system. Onboards new vendors as needed. 
• Responds to vendor inquiries and resolves billing discrepancies with excellent communication skills and professionalism.
• Ensures that expenses are allowable and align with grant and contract requirements.
• Tracks expenses by program and funding source as assigned.
• Assists with documentation requests during audits or funder monitoring reviews.
• Reconciles vendor statements and follows up on outstanding invoices.
• Maintains digital and/or paper filing systems for accounts payable documentation.
• Assists with month-end closing tasks related to accounts payable, as needed. 
• Maintains confidentiality and exercises sound judgment.
• Performs other duties as directed by the Executive Director or Executive Financial Officer