What are the responsibilities and job description for the Accounts Payable Specialist position at Mahler Private Staffing?
Accounts Payable (Disbursements & Expense Management)
Reports To: Senior Accountant
A mission-driven organization in Santa Monica is seeking a detail-oriented Accounts Payable professional to manage disbursements, vendor payments, and employee expenses. This role is ideal for someone who values accuracy, accountability, and well-structured financial processes.
Position Overview
This role is responsible for overseeing the organization's outgoing funds, including vendor payments, employee expenses, and program-related disbursements. Working closely with the Finance team, you will ensure funds are processed accurately, efficiently, and in alignment with internal controls and organizational priorities.
Key Responsibilities
- Process invoices, ensuring proper coding, approvals, and documentation
- Maintain vendor records and organized accounts payable files
- Prepare and execute payment runs (ACH, check, wire)
- Review and process employee expense reimbursements
- Reconcile employee credit card activity and monitor policy compliance
- Track and process program and research funding disbursements
- Maintain schedules of committed and disbursed funds
- Reconcile accounts payable subledger to the general ledger
- Support month-end close activities related to payables and expenses
- Maintain audit-ready documentation for financial reporting
- Ensure adherence to internal controls, policies, and approval workflows
- Support system improvements and process efficiencies
Qualifications
- 2–4 years of experience in accounts payable or similar role
- Experience in a nonprofit or mission-driven organization preferred
- Familiarity with expense management and credit card reconciliation
- Strong attention to detail and organizational skills
- Proficiency in Excel and accounting systems
Who You Are
- Highly detail-oriented and process-driven
- Organized, reliable, and accountable
- Able to manage multiple priorities effectively
- Comfortable working in a growing, evolving environment
- Clear communicator and strong team collaborator
Compensation & Benefits
- Competitive salary starting at $85K - $115K, commensurate with experience.
- Full-time, in-office role (Monday–Friday)
- Comprehensive benefits package, including PTO and paid holidays
Why This Role
This is an excellent opportunity for a finance professional who takes pride in precision and accountability. You will play a key role in ensuring funds are managed and deployed responsibly in support of a meaningful mission.
Please apply at www.mahlermatch.com.
Our Story:
Mahler Private Staffing works with America’s leading families to find experienced private domestic staffing professionals for their homes and family offices. We take a personalized approach and work to get to know our candidates as well as we know our clients, so we can make lasting, long-term placements.
Due to the overwhelming number of applicants, we regret that we are unable to provide individual responses. Rest assured that selected candidates will be personally contacted for further consideration. We would like to emphasize that there are no fees associated with the application process for applicants.
Salary : $85,000 - $115,000