Accounts Payable Specialist

Full-time

Description

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

POSITION SUMMARY:

Under the supervision of the Corporate Accountant, the Accounts Payable Specialist will take charge of the accounts payable process, including processing and paying invoices, creating and maintaining vendor files, ensuring required documentation is on file, maintaining the AP Inbox, and communicating with all parties related to the Accounts Payable process to ensure timely and accurate processing. This role requires high independence, efficiency, and attention to detail. As we transition to an automated Accounts Payable system, the Specialist will play a crucial role in ensuring the successful implementation of this process. This position supports the mission of the YMCA of South Hampton Roads, a leading nonprofit committed to strengthening the community through youth development, healthy living, and social responsibility.

ESSENTIAL FUNCTIONS:

1. Process invoices for payment, audit check requests, and invoices for accuracy and completeness. Make necessary corrections or obtain additional information as required.
2. Serve as a key gatekeeper in safeguarding the Association from financial fraud by ensuring the accuracy and integrity of payments, identifying and preventing fraudulent activities, and adhering to best practices in internal controls.
3. Input vendor and invoice data in the Accounts Payable system, including setting up vendor templates for digital invoice capture. Ensure invoices are accurately tracked to prevent duplicate payments.
4. Coordinate accounts payable check runs upon approval, ensuring proper signatures are obtained. Distribute checks along with supporting documentation.
5. Input ACH payments into the Accounts Payable system with accuracy and timeliness.
6. File relevant documentation and maintain organized accounts payable files and filing systems.
7. Collaborate with vendors and staff to resolve invoice discrepancies. Review vendor statements for past-due invoices and work with vendors and centers to keep accounts current.
8. Void checks and invoices in the Accounts Payable system as needed.
9. Maintain up-to-date W-9 information for all vendors, prepare annual 1099 forms for IRS submission, and assist with audits and compliance requests.
10. Maintain responsive and cooperative relationships with vendors and centers regarding accounts payable matters.
11. Assist with ensuring internal controls are maintained within the accounts payable function. Review the general ledger for monthly Association utility and rent accruals to ensure accurate financial reporting.
12. Generate accounts payable reports as required.
13. Research and resolve issues related to outstanding checks and provide reporting for unclaimed property.
14. Perform other duties and responsibilities as assigned by the supervisor.

Requirements

YMCA CAUSE-DRIVEN LEADERSHIP COMPETENCIES:

• Fiscal Management
• Critical Thinking and Decision Making
• Functional Expertise
• Inclusion

QUALIFICATIONS:

• Minimum of 3 years of experience in Accounts Payable or a related financial role.
• A high school diploma is required.
• Knowledge of general ledger and accounting functions preferred.
• Proficient data entry skills with working knowledge of Excel and word processing software.
• Strong customer service and relationship-building skills, with the ability to interact professionally with vendors and internal stakeholders.
• Excellent written and verbal communication skills, with the ability to communicate effectively with internal and external parties.
• High degree of accuracy and attention to detail, and strong organizational and time management skills.
• Ability to prioritize tasks, manage multiple responsibilities simultaneously, and consistently meet deadlines.
• Excellent problem-solving skills.

PREFERRED ATTRIBUTES:

• A person of maturity, sound judgment, and professionalism, capable of performing daily tasks with minimal supervision from the Senior Accountant.
• Ability to exercise independent judgment, assess facts and issues, and make informed decisions regarding non-routine operational challenges.
• A strong team player with the ability to work effectively within a group setting.
• The ability to quickly learn and utilize YMCA proprietary software and other tools.
• Must maintain cooperative, functional relationships with the senior leadership team, peers, and subordinates.
• Must maintain a positive, energetic attitude toward YMCA work, goals, and values.
• Requires ability to ensure strict confidentiality of all YMCA employee, member, and vendor information.
• Willingness to work beyond regular working hours when necessary to meet reporting and accounting deadlines.

ENVIRONMENTAL AND PHYSICAL CONDITIONS:

The physical demands described here are representative of those that must be met

by an employee to successfully perform the essential functions of the job.

• Continuous operations requiring attention to detail and multi-tasking
• Prolonged periods sitting at a desk and working on a computer
• Ability to stand or sit for long periods of time

ACCOUNTABILITY:

1. To accomplish defined responsibilities within the policies and procedures of the YMCA of South Hampton Roads in support of financial operations, processes, and goals.
2. Coordinates with other employees and takes appropriate action to accomplish goals.
3. Accountable for the successful completion of assigned goals as measured by the effectiveness, accuracy, and timeliness of tasks within a framework of independent judgment and YMCA mission, policies, and goals.
4. Financial processes and reporting meet Association policies and requirements of other governing bodies.
5. Responses to staff/vendor/other requests for financial information are accomplished within a reasonable and promised schedule.

BACKGROUND CHECKS:

An offer of employment is contingent upon receipt of satisfactory results to meet the minimum requirements of the position. They may include criminal background and reference checks, E-Verify, drug tests, driver’s license records, and/or a Child Protective Services Check (CPS). Additional driver’s license checks, CPS, criminal background checks, alcohol, and/or drug testing may be required to be processed in the future in order to meet and/or maintain the requirements of this position.

Salary Description

$20-$24 per hour