Accounting & Purchasing Specialist

Responsibilities

• Process vendor invoices, expense reports, and check requests.
• Ensure proper coding, approvals, and timely payments.
• Maintain accurate and complete vendor records.
• Carry out monthly AP close procedures, maintain an exceptions log, and perform bank reconciliations as assigned by the Controller.
• Follow up on outstanding checks and any discrepancies.
• Secure and distribute petty cash per approved transactions.
• Maintain the petty cash register, ensuring that the fund is properly tied out and that documentation is obtained and recorded.
• Reconcile petty cash account no less than monthly.
• Manage purchase order workflow and ensure compliance with procurement policies.
• Oversee inventory reconciliation procedures for supplies and materials.
• Administer corporate credit card program and monitor mobile/online purchasing accounts.
• Afford banking assistance with preparation of deposit slips for incoming cash and checks.
• Take deposits to the bank no less than weekly.
• Regularly monitor account activity and report electronic credits along with any other unrecognized transactions to the Controller.
• Maintain accurate and complete records of all transactions and supporting documentation.
• Provide payment substantiation for grant reporting when requested.
• Ensure adherence to internal controls and nonprofit accounting standards.
• Collaborate with the Controller and other finance team members to support monthly and quarterly close procedures.
• Aid in quarterly department reconciliations to the general ledger.
• Research and correct discrepancies in a timely manner.
• Prepare schedules, gather documents and support the annual audit as directed by the Controller.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• 2+ years of experience in accounts payable or bookkeeping.
• Familiarity with nonprofit accounting practices a plus.
• Proficiency in accounting software (e.g., QuickBooks, Sage Intacct) and Microsoft Office.
• Strong attention to detail, organizational skills, and ability to meet deadlines.
• Ability to communicate clearly with co-workers throughout the organization.

Pay

$40,000 – 46,000; Competitive benefits including a generous vacation/holiday schedule and participation in the Cultural Institutions Retirement System pension.