What are the responsibilities and job description for the Accounting Specialist - Accounts Payable position at Family First, Inc.?
Position Summary
Reports to the Senior Accounting Manager. The Accounting Specialist – Accounts Payable is responsible for managing the organization’s accounts payable function while providing broader accounting support to the Finance team. This position goes beyond routine invoice processing and requires someone who can make sound decisions on their own, analyze transactions, identify and resolve discrepancies, and independently solve problems. The right candidate understands nonprofit accounting requirements, helps keep our financial records accurate, takes ownership of their work and wants to keep learning as our organization and systems grow.
Key Responsibilities
Accounts Payable
- Manage the full accounts payable cycle, including receiving, reviewing, coding, entering, and processing invoices and other payments.
- Ensure expenses are properly coded to the appropriate general ledger accounts, programs, departments, grants, and/or funding sources.
- Review invoices and supporting documentation for accuracy, appropriate approvals, and compliance with organizational policies.
- Investigate discrepancies between invoices, purchase orders, contracts, receipts, and payment records.
- Communicate with vendors and internal staff to resolve billing issues, missing documentation, duplicate invoices, and payment discrepancies.
- Maintain accurate vendor records and assist with vendor onboarding and documentation.
- Prepare and process ACH, check, credit card, and other payments in accordance with established procedures.
- Maintain organized and audit-ready AP documentation.
- Prepare Form 1099’s annually.
Accounting & Month-End Support
- Assist with monthly, quarterly, and year-end closing activities.
- Prepare and post journal entries and assist with account reconciliations.
- Reconcile credit cards, bank activity, and selected balance sheet accounts.
- Review general ledger activity for unusual, incorrect, or incomplete transactions and research discrepancies.
- Assist with accruals, prepaid expenses, allocations, and other routine accounting adjustments.
- Support the preparation of financial reports and schedules for management and auditors.
Nonprofit Accounting
- Apply knowledge of nonprofit accounting principles to properly record and track organizational expenses.
- Assist with program, department, grant, and restricted-fund accounting.
- Ensure transactions are coded consistently with budget, grant, and funding requirements.
- Assist with tracking expenses against restricted funding and identifying potential coding or compliance issues.
Problem Solving & Process Improvement
- Investigate accounting issues rather than simply flagging them, identifying the cause and recommending solutions.
- Identify recurring errors or inefficiencies in AP and accounting processes and suggest improvements.
- Develop and maintain spreadsheets, schedules, and other tools that improve accuracy and efficiency.
- Serve as a resource to staff regarding proper documentation, coding, purchasing, and payment procedures.
- Exercise sound judgment while knowing when an issue should be escalated.
Qualifications
Required:
- 3 years of experience in accounts payable and/or general accounting.
- Strong working knowledge of QuickBooks; experience with QuickBooks Online preferred.
- Understanding of general ledger accounting and the relationship between AP and financial statements.
- Experience with account reconciliations and month-end close activities.
- Strong Excel skills.
- Excellent attention to detail and organizational skills.
- Ability to research discrepancies, identify root causes, and resolve issues independently.
- Ability to manage multiple deadlines while maintaining accuracy.
- Strong written and verbal communication skills.
Preferred:
- Experience working in a nonprofit accounting environment.
- Experience with grant accounting, restricted funds, or fund accounting.
- Experience supporting an annual financial audit.
- Experience with nonprofit financial reporting requirements.
- Familiarity with 1099 reporting and vendor compliance.
- Experience with budgeting, expense allocations, or financial analysis.
- Associate or bachelor’s degree in accounting, finance, or a related field, or equivalent practical experience.