Accounts Payable Specialist (Part Time)

POSITION
Accounts Payable Specialist

OUR MISSION
To empower the youth in our community with equitable access to social, academic, and career opportunities to thrive

OUR VISION
All youth grow up to lead fulfilling lives fueled by their passions, talents, and a love of learning

OUR CORE VALUES
Curiosity, Respect, Ownership, Ganas, Unity, Equity

ORGANIZATION OVERVIEW
Boys & Girls Clubs of the Peninsula (BGCP) proudly stands as the largest expanded learning provider in San Mateo County, dedicated to empowering 6,700 TK-College students across 30 sites from East Palo Alto to Daly City. We believe that talent is equally distributed across Silicon Valley, but opportunity is not, so we are committed to ensuring that socio-economically disadvantaged students have equitable access to the opportunities that will help them thrive in school and beyond. Students benefit from high-quality academic programs, captivating enrichment activities, and access to critical mental health services. With support from our staff, Board, and broader Team BGCP community, we strive to make our community a great place for all kids to grow up.

POSITION OVERVIEW

The Accounts Payable Specialist supports BGCP's financial operations by ensuring accurate, timely, and compliant processing of accounts payable activities. Reporting to the Controller, this role manages the full accounts payable function for a $40M nonprofit organization and serves as a key partner to internal staff and external vendors.

ROLES & RESPONSIBILITIES

Accounts Payable Operations

• Own the day-to-day accounts payable function, ensuring accurate, timely, and compliant processing of vendor invoices, employee reimbursements, and payment requests
• Review invoices for accuracy, proper approvals, correct coding, and alignment with BGCP purchasing and internal control policies
• Process payments via check, ACH, and other approved payment methods in accordance with established schedules and cash management practices
• Maintain organized, audit-ready accounts payable records and supporting documentation

Systems & Data Management

• Maintain synchronization and data integrity between Sage Intacct and Bill.com, including troubleshooting discrepancies and resolving posting errors
• Ensure vendor master data is accurate and up to date, including payment terms, contact information, and tax classification
• Obtain, review, and retain required documentation for new vendors, including W-9 forms, and support year-end 1099 preparation as needed
• Support system improvements, workflow enhancements, and documentation of accounts payable processes

General Ledger & Financial Support

• Prepare and post accounts payable-related journal entries, accruals, and adjustments as needed
• Partner closely with the Senior Staff Accountant and Controller during the weekly check run and month-end close activities
• Support internal and external audits by preparing schedules, responding to requests, and providing documentation

Cross-Functional Partnership

• Serve as the primary point of contact for accounts payable, purchasing, and reimbursement inquiries across the organization
• Provide guidance and support to BGCP staff regarding invoice submission, reimbursement procedures, and payment timelines
• Collaborate with program, site, and central office teams to resolve invoice issues and ensure timely vendor payment
• Communicate clearly and professionally with external vendors to address questions, discrepancies, or payment concerns

Compliance & Continuous Improvement

• Ensure compliance with BGCP policies, nonprofit accounting standards, and applicable regulations
• Identify opportunities to improve efficiency, accuracy, and controls within the accounts payable function
• Support documentation and training related to accounts payable processes and best practices
• Perform additional duties as assigned to support Finance team priorities and organizational needs

Perform additional relevant duties as assigned to support evolving organizational needs.

QUALIFICATIONS

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent relevant experience and/or progress toward an accounting, finance, or business degree
• Minimum of 3 years of accounting experience; nonprofit experience strongly preferred
• Demonstrated ability to operate within established internal control structures
• Proficiency with accounting systems and Microsoft Excel
• Strong attention to detail, organizational skills, and ability to manage competing priorities

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT
The usual and customary methods of performing the job functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some climbing and balancing; and some stooping, kneeling, bending at the waist, reaching overhead, crouching, squatting, and/or crawling. The role also requires significant fine finger dexterity and near vision acuity. The position may occasionally involve lifting or carrying objects up to 25 pounds. Generally, the job requires approximately 80% sitting and 20% walking or standing. The work environment noise level is typically moderate but may occasionally be louder. All requirements are subject to reasonable accommodations. 

LOCATION

Menlo Park, CA with potential to be remote 

WORK SCHEDULE

This is a part-time, position averaging 25 hours per week. Core availability during standard business hours (Monday to Friday, 9:00 AM - 5:00 PM Pacific Standard Time) is recommended to support Finance team operations and cross-functional collaboration.

COMPENSATION & BENEFITS

• Employment Status: Part-Time, Non-exempt
• Pay Range: $25.00 - $40.00 per hour, depending on experience (DOE)
• Retirement Benefits: BGCP offers contributions to the 401(k) plan once the employee qualifies for the plan
• Sick Time: Part-time employees accrue sick time at a rate of 1 hour for every 20 hours worked, and may use up to 40 hours per year
• Contributing to a thriving community for youth growth: Beyond measure

As part of the hiring process, BGCP requires candidates to complete a LiveScan fingerprinting, background check, tuberculosis (TB) evaluation or test.