AP/AR Specialist

Neighborhood House • Portland, OR

14h

About The Position

The AP/AR Specialist provides essential support to the finance team by performing day-to-day accounting and administrative tasks, including accounts payable, to ensure accurate and timely financial recordkeeping. This role helps maintain compliance with nonprofit accounting standards, internal controls, and organizational policies. The AP/AR Specialist works under the supervision of the Finance Manager and supports the organization’s mission by ensuring financial transactions are recorded accurately and efficiently. The AP/AR Specialist displays a high level of customer service to internal and external stakeholders and plays a key role in maintaining the organization’s financial integrity by supporting transaction processing, grant billing, reconciliations, and audit readiness.

Requirements

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field, or equivalent experience
• Minimum 2 years of experience with general accounting, accounts payable, or bookkeeping, preferably in a nonprofit organization
• Knowledge of accounting principles, fund accounting, general ledger entries, bank reconciliations, and grant tracking
• Proficiency with accounting software (e.g., QuickBooks, Blackbaud, Sage Intacct)
• Intermediate to advanced spreadsheet skills, especially Excel
• Strong customer service skills

Responsibilities

• Ensure accurate and timely processing of vendor invoices
• Prepare weekly check and electronic payment runs and obtain required approvals and signatures
• Obtain and maintain W-9 forms from vendors.
• Process and file annual 1099 forms in compliance with IRS regulations
• Share project lead responsibilities with the Accountant for Housing Related Social Needs (HRSN) project
• Reconcile AP transactions with the general ledger each month
• Follow segregation of duties and internal control procedures in all financial transactions
• Reconcile credit card transactions, ensuring proper coding and approvals
• Serve as a resource for staff regarding expense reporting, procedures, and troubleshooting issues
• Provide regular training and assistance to staff on expense management, timely data processing of expenses, and coding practices
• Monitor expense submission deadlines and follow up with staff as needed
• Act as primary backup on accounts receivable and payroll processing as needed
• Prepare billing statements for our after-school program and specific grants/contracts
• Prepare monthly billings for OPK contract and work with Head Start administration to reconcile revenue with budgets
• Prepare quarterly billings for PCL and work with food security staff to reconcile revenue with budgets
• Assist with tracking grant funds and restricted accounts
• Perform monthly bank and account reconciliations
• Maintain accurate and organized financial records and documentation
• Prepare and process weekly bank deposits
• Log cash receipts and ensure timely and accurate posting to accounts
• Perform general ledger (GL) account reconciliations to ensure accuracy
• Prepare and post journal entries for routine and special financial transactions
• Support the preparation of monthly, quarterly, and annual financial reports
• Assist with tracking grant funds and restricted accounts
• Prepare and track grant and contract billings in accordance with funding agreements.
• Query, run, and distribute all financial reporting requests
• Prepare documentation and schedules for audits and support auditors as needed
• Ensure compliance with nonprofit accounting standards, internal controls, and organizational policies
• Collaborate with finance staff to ensure accurate recording of transactions
• Support improvements to financial processes and systems as needed
• Identify and report discrepancies, irregularities, or control weaknesses
• Act as a liaison between finance and non-finance staff
• Provide strong customer service to internal and external stakeholders
• Support finance team administrative needs and special projects

Benefits

• Generous PTO and 12 paid holidays
• Affordable health insurance with 95% of the cost paid by NH
• 403b retirement plan
• Company-paid life insurance. Voluntary life, long-term disability, accident, and critical illness insurance.
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP) with free counseling

What This Job Offers

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