Accountant - AP Specialist

Volunteers of America Upstate NY • City of Rochester, NY

3d • $24 - $31 • Onsite

About The Position

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.

Requirements

• 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.
• 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
• Proficiency with Microsoft Excel, Word required; experience with accounting software (NetSuite) preferred

Nice To Haves

• Not-for-profit experience highly desired.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree