Accounts Payable Coordinator

Job Title: Accounts Payable Specialist

Department: Finance
Employment Type: Full-Time
Reports To: Finance Manager / Controller

Position Summary

The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor invoices, employee reimbursements, and related payments. This role supports strong financial operations and internal controls while ensuring compliance with organizational policies, grant requirements, and applicable regulations. The ideal candidate is detail-oriented, organized, and comfortable working in a fast-paced, mission-driven nonprofit environment.

Key Responsibilities

Accounts Payable Processing

• Process high-volume vendor invoices accurately and in a timely manner
• Review invoices for proper authorization, coding, and compliance with policies and funding requirements
• Prepare and process payments via check, ACH, and other approved methods
• Maintain organized and complete accounts payable records and supporting documentation

Vendor & Employee Relations

• Set up and maintain vendor records, including collecting W-9s and required documentation
• Respond to vendor and staff inquiries regarding payments and invoice status
• Process employee expense reimbursements in accordance with internal policies

Accounting & Reconciliation

• Code expenses to appropriate general ledger accounts, grants, and cost centers
• Assist with monthly accounts payable reconciliations and accruals
• Support month-end and year-end closing activities related to payables
• Assist with preparation of 1099 forms and annual reporting

Compliance & Internal Controls

• Ensure expenditures comply with organizational policies, grant requirements, and applicable regulations
• Maintain strong internal controls over disbursements
• Support audits and financial reviews by providing requested documentation

Collaboration & Support

• Work closely with program, procurement, and finance teams to resolve invoice discrepancies
• Assist with process improvements to enhance efficiency and accuracy within accounts payable

Qualifications

Required:

• Associate or Bachelor’s degree in Accounting, Finance, or related field, or equivalent experience
• 2–4 years of accounts payable experience, preferably in a nonprofit or grant-funded organization
• Strong attention to detail and organizational skills
• Proficiency in Excel and accounting software
• Ability to manage multiple priorities and meet deadlines

Preferred:

• Experience working with grants or cost allocation
• Familiarity with nonprofit accounting principles
• Experience with ERP or cloud-based accounting systems
• Knowledge of 1099 reporting requirements

Core Competencies

• Accuracy and attention to detail
• Strong time management and follow-through
• Clear and professional communication
• Integrity and confidentiality
• Commitment to supporting mission-driven work

Work Environment & Values

The organization is committed to improving energy efficiency, affordability, and access to services for the communities it serves. This position requires a collaborative, service-oriented approach and a dedication to responsible financial stewardship.

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