Accounting Specialist

About the Opportunity

Position Summary: (20–24 hours/week) The Accounting Specialist (AP Focus) is an entry- to mid-level accounting role responsible primarily for the accurate and timely processing of Accounts Payable transactions. This position performs routine accounting functions including invoice processing, data entry, reconciliations, and vendor communication while ensuring compliance with organizational policies and generally accepted accounting principles (GAAP).

Core Duties and Responsibilities

• Receive, review, and process vendor invoices for accuracy, completeness, proper documentation, and authorization in accordance with established policies
• Match invoices to purchase orders and/or supporting documentation where applicable
• Route invoices for approval in accordance with the authorization matrix and follow up on outstanding approvals
• Code invoices to appropriate general ledger accounts, departments, and projects, with guidance from Accounting Supervisor and/or CFO, as needed
• Enter invoices and payment requests into the accounting system, ensuring accuracy and prevention of duplicate entries
• Prepare weekly payment batches (checks, ACH, or electronic payments) for approval and processing
• Maintain vendor records, including W-9 documentation, and ensure compliance with IRS reporting requirements
• Absorb discrepancies, respond to inquiries, and maintain positive working relationships with vendors
• Reconcile vendor statements and investigate/resolve variances
• Allocate expenses across multiple programs or departments as needed
• Supports monthly house budget processing, ensuring receipts are complete and reviewing coding
• Supports credit card/expense report processing, ensuring receipts and approvals are complete and policy-compliant
• Maintain organized and accurate AP files and documentation, both electronic and paper
• Aid in audits by providing requested documentation and support
• Contribute to process improvements and internal control compliance efforts
• Perform other accounting and administrative duties as assigned by the Accounting Supervisor and/or CFO

Qualifications, Experience, and Education

• Education: Associate’s degree in Accounting, Finance, Business Administration, or related field required; Bachelor’s degree in Accounting or related field preferred
• Experience: 2–4 years of accounts payable or general accounting experience required; Prior experience with high-volume invoice processing is a plus
• Skills and Knowledge: Working knowledge of basic accounting principles and GAAP; Proficiency in accounting software systems; Experience with Microsoft Office Suite, with strong Microsoft Excel skills (data entry, basic formulas, reconciliation support); High level of accuracy, attention to detail, and organizational skills; Ability to manage multiple tasks and meet deadlines in a structured environment; Strong communication and customer service skills when working with vendors and internal stakeholders; Ability to maintain confidentiality and handle sensitive financial information