Job Description
Job Description
Busy non-profit agency is looking for an Accounts Payable Specialist
Summary
Under the direct supervision of the Business Operations Manager, the A/P Specialist will support the Accounts Payable function with a primary focus on managing short-term vendor liabilities with accuracy, strong internal controls, and operational efficiency. Core responsibilities include maintaining precise financial records, performing three-way matching to verify purchases, and ensuring timely and accurate vendor payments.
Essential Functions
· Three-Way Matching: Verify each invoice against the corresponding purchase order and receiving documentation prior to payment to ensure accuracy and prevent discrepancies.
· Accrual Accounting: Record expenses when incurred, rather than when paid, to maintain accurate and timely financial reporting.
· Document Management & Automation: Utilize paperless and automated workflows to minimize data entry errors, expedite approval processes, and maintain a clear audit trail.
· Vendor Management: Maintain accurate vendor records, negotiate favorable terms when appropriate, and cultivate positive relationships to secure early-payment discounts and resolve issues efficiently.
· Regular Reconciliation: Reconcile Accounts Payable records with the general ledger on a regular basis to identify and correct discrepancies promptly.
· Invoice Processing: Accurately enter all incoming invoices into QuickBooks in a timely manner.
· Vendor Meetings & Profile Management: Meet with assigned vendors to review and maintain accurate vendor profiles, ensuring all required documentation and information are current.
Experience, Skills, Education and Abilities:
- 2+ years of A/P experience
- High school diploma, some college preferred
- Working knowledge of Microsoft Word, Excel, and other database programs.
- QuickBooks highly preferred
- Ability to think and work effectively under stress and in emergencies
- Ability to understand and carry out oral and written directions
- Friendly voice and clear enunciation
- TB test required (Not more than (3) month prior to or (7) days after Date of Hire, and renewed annually thereafter),
- CPR and First Aid Certification required within 30 days of employment with company.
- Valid Driver’s License and auto insurance required.
- Reliable transportation is required.
Great organization, people and mission!