Accounts Payable Specialist

The Accounts Payable Specialist is responsible for performing day-to-day accounts payable functions for the Irvington Housing Authority (IHA), ensuring timely, accurate, and compliant processing of all financial transactions. This role supports financial operations across multiple HUD funding streams, including the Housing Choice Voucher (HCV) Program, Public Housing, Capital Fund Program (CFP), and Central Office Cost Center (COCC).

In addition to accounts payable responsibilities, this position supports inventory control management functions to ensure proper tracking, accountability, and compliance related to materials, supplies, and equipment used in agency operations, particularly within Public Housing and Capital Fund activities.

The position requires strict adherence to HUD regulations, procurement requirements, and internal controls, while maintaining strong coordination with program staff, procurement, and vendors. This role is essential to maintaining financial integrity, supporting audit readiness, and ensuring efficient agency operations.

Essential Functions

Accounts Payable Operations

• Process invoices accurately and timely in accordance with IHA policies and HUD requirements

• Review, code, and enter invoices into the financial system ensuring proper account and funding

• Match invoices to purchase orders and receiving documentation

• Ensure all required approvals are obtained prior to payment processing

• Prepare and process check runs and electronic payments

• Maintain organized and audit-ready accounts payable files and records Program

Specific Financial Functions Housing Choice Voucher (HCV):

• Process monthly Housing Assistance Payments (HAP) accurately and timely to landlords

• Assist in reconciling HAP registers with the general ledger and HUD reporting systems (e.g., VMS)

• Ensure adjustments (abatements, terminations, retroactive changes) are properly reflected

• Coordinate with HCV staff to resolve discrepancies impacting payments Public Housing:

• Process vendor payments related to maintenance, unit turns, and site operations

• Verify supporting documentation to confirm work completion and compliance

• Ensure expenses are properly coded and allocated in accordance with HUD requirements Capital Fund Program (CFP):

• Process payments for capital projects, contractors, and professional services

• Ensure invoices align with contracts, scopes of work, and procurement requirements

• Verify funding eligibility and proper allocation of Capital Fund expenses

• Support documentation alignment with EPIC drawdown requirements

Inventory Control Management

Essential Functions

• Establish and maintain a centralized inventory control system for materials, supplies, and equipment across Public Housing and Capital Fund operations

• Track inventory from procurement through issuance to ensure accountability and alignment with approved purchase orders, contracts, and funding sources

• Coordinate with Procurement, Maintenance, and Capital Fund teams to verify receipt of goods, inspect quantities and condition, and ensure proper documentation prior to system entry

• Maintain detailed inventory logs, including item descriptions, quantities, locations, funding sources, and usage history

• Monitor inventory levels and usage trends to prevent shortages, overstocking, and unnecessary expenditures

• Conduct routine and periodic physical inventory counts and reconcile against system records

• Investigate and resolve inventory discrepancies, including variances, missing items, or improper usage, and escalate as needed

• Ensure proper allocation of inventory costs across HUD funding sources (Public Housing, Capital Fund, COCC)

• Implement and enforce internal controls related to inventory handling, storage, issuance, and disposal

• Coordinate with Maintenance and Property Management to ensure materials issued for work orders and unit turns are properly tracked and recorded

• Maintain inventory storage areas in a secure, organized, and compliant manner

• Support Capital Fund activities by tracking materials associated with modernization and development projects

• Maintain documentation to support audits, including inventory logs, receiving reports, and reconciliation records • Assist in developing and updating inventory management policies and standard operating procedures

• Generate inventory reports, including usage trends, variance analysis, and cost control recommendations Financial Management & Compliance

• Ensure proper allocation of expenses across funding sources (HCV, Public Housing, Capital Fund, COCC) • Verify completeness and compliance of supporting documentation prior to payment

• Monitor invoice terms to ensure timely payments and avoid late fees

• Assist with vendor statement reconciliations and resolution of discrepancies

• Maintain compliance with HUD regulations, procurement policies, and internal controls

• Assist with month-end and year-end closing processes, including 1099 preparation Reporting & Administrative Support

• Assist in preparing accounts payable reports and supporting schedules

• Maintain vendor files and ensure accurate recordkeeping

• Support audit requests by providing documentation in a timely manner

• Collaborate with procurement, program staff, and finance team to resolve payment issues

Minimum Qualifications

• Associate’s degree in Accounting, Finance, or related field required (Bachelor’s preferred)

• Minimum of 2–4 years of accounts payable or related finance experience

• Experience in public sector or housing authority environment preferred Special Requirements

• Valid driver’s license required

• Subject to background check and reference verification prior to hire

• Must maintain confidentiality and adhere to IHA’s code of conduct and ethics policies

Knowledge, Skills, and Abilities

• Knowledge of accounting principles and accounts payable processes

• Familiarity with HUD programs and funding streams preferred

• Understanding of inventory control, asset tracking, and internal control practices

• Proficiency in Microsoft Office, particularly Excel

• Experience with financial systems such as Yardi or similar ERP platforms preferred

• Strong attention to detail and organizational skills

• Ability to manage multiple priorities and meet deadlines

• Effective communication and problem-solving skills

• Ability to maintain confidentiality and exercise sound judgment

Equal Opportunity Employer

The Irvington Housing Authority is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

ADA / Reasonable Accommodation

The Irvington Housing Authority complies with the Americans with Disabilities Act and the New Jersey Law Against Discrimination, and will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform essential job functions, consistent with applicable law