Accountant - AP Specialist

Our Mission:

To enable people in our community to break the cycle of poverty and to reach their full potential.

Our Values:

Compassion * Respect * Integrity * Teamwork * Excellence

JOB SUMMARY:

The Accounts Payable Specialist serves as the primary owner of the organization's disbursement cycle. Reporting directly to the CFO, this individual is responsible for the full-cycle accounts payable process, ensuring that all obligations are met accurately, timely, and in compliance with internal controls and grant requirements.

ESSENTIAL JOB RESPONSIBILITIES:

Invoice Processing

• Enter vendor invoices into accounting system accurately and timely
• Code invoices to appropriate accounts, grants, and programs
• Match invoices to purchase orders and receiving documents
• Scan and file invoices in document management system
• Prepare payment batches for review
• Verify mathematical accuracy of invoices
• Review invoices for adherence to tax exempt status where applicable
• Identify and flag discrepancies for review

Payment Processing Support

• Assist with preparation of check runs and electronic payments
• Print checks and prepare for mailing
• Process wire transfers and ACH payments as directed
• Maintain check stock and ensure secure storage
• Track and file payment confirmations
• Maintain organized filing of payment documentation

Vendor Support

• Respond to routine vendor inquiries regarding payment status
• Update vendor contact information and payment terms in system
• Collect W-9 forms from new vendors
• Assist with vendor statement reconciliations
• Assist with 1099 filing and year end vendor validation
• Communicate payment schedules to vendors as needed

Credit Card and Expense Processing

• Code and enter credit card transactions
• Process employee expense reimbursement requests
• Verify receipts and documentation completeness
• Route expense reports for appropriate approvals
• Maintain organized files of credit card and expense documentation

Administrative Support

• Maintain organized filing system for AP documentation
• Assist with month-end close activities as assigned
• Prepare reports on AP aging, cash requirements, and payment activity
• Assist with various audit requests through research and documentation
• Support special projects as assigned

SKILLS

• Attention To Detail - Ability to accurately enter data, match invoices to supporting documents, and catch discrepancies or errors in invoicing and payment processing.
• Organization and Time Management - Capable of managing multiple deadlines simultaneously, maintaining organized filing systems, and prioritizing tasks to meet payment schedules.
• Basic Accounting Knowledge - Understanding of accounts payable processes, ability to code expenses to appropriate accounts, and familiarity with basic accounting terminology and principles.
• Communication Skills - Able to interact professionally with vendors via phone and email, ask clarifying questions when needed, and escalate issues appropriately.
• Professional Discretion & Critical Thinking - Ability to handle sensitive financial information and exercise sound judgment when identifying urgent payment needs or potential internal control weaknesses.

EDUCATION & QUALIFICATION REQUIREMENTS:

• Associates degree with concentration in accounting, finance, or related field, or
• 2 year AP experience in an allocation environment preferred
• Equivalent combination of education and experience may be considered
• Not-for-profit experience highly desired.      
• Proficiency with Microsoft Excel, Word required; experience with accounting software (NetSuite) preferred

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Performing the duties of this job requires frequent walking and standing in and around the office.  Must be able to occasionally lift loads of 20 pounds without assistance and the ability to sit, talk and hear is required. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus.

LIMITATIONS AND DISCLAIMER:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

The Volunteers of America of Western New York is an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and reserve the right to perform substance abuse testing as needed.

Salary : $24 - $31