Accounts Payable Manager

About the Role

Children’s Rescue Fund (CRF), a not-for-profit organization providing critical services to New York City communities, is seeking an experienced Accounts Payable Manager to lead and strengthen the organization’s accounts payable function. The ideal candidate is a hands-on accounting professional with strong accounts payable management experience, preferably within the not-for-profit, human services, shelter, or government-funded sector. Experience working with NYC Department of Homeless Services (DHS) funded programs or other New York City government contracts is highly preferred.

Responsibilities

• Manage the day-to-day operations of the Accounts Payable department and supervise assigned AP staff.
• Oversee the complete accounts payable cycle, from receipt and review of invoices through approval, posting, payment, and reconciliation.
• Ensure invoices are properly supported, authorized, coded, allocated, and charged to the appropriate program, site, contract, fiscal year, and general ledger account.
• Maintain strong controls over ACH payments, checks, electronic payments, vendor changes, and other disbursements.
• Review payment batches and supporting documentation prior to final approval.
• Monitor outstanding invoices, aging, payment priorities, duplicate invoices, credits, disputed items, and other AP exceptions.
• Maintain organized and audit-ready accounts payable documentation.
• Work closely with the Budget & Contracts team to ensure expenses charged to government-funded programs are allowable, properly allocated, and appropriately documented.
• Support DHS and other government-funded programs by maintaining documentation necessary for reimbursement, audit, and contract review.
• Help ensure prior-year and current-year expenses are properly identified and recorded.
• Reconcile AP subledger activity to the general ledger and investigate discrepancies.
• Prepare and review AP accruals, outstanding payment reports, vendor aging reports, and other management reports.
• Establish and maintain documented AP procedures, approval workflows, segregation of duties, and internal controls.
• Identify unusual transactions, duplicate payments, unsupported invoices, coding errors, or control exceptions and escalate them appropriately.
• Serve as a primary Finance contact for vendors regarding invoices, payment status, account reconciliations, and payment discrepancies.
• Maintain accurate vendor records, including W-9s and other required documentation.
• Research and resolve vendor statement discrepancies and outstanding balances.
• Prepare AP documentation and schedules for annual financial statement audits, government audits, funder reviews, and other compliance examinations.
• Assist with 1099 preparation and year-end AP reporting.
• Identify opportunities to streamline invoice processing, approvals, reconciliations, reporting, and document retention.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
• Minimum 5 years of progressive accounts payable/accounting experience, including meaningful responsibility for a high-volume AP operation.
• Prior supervisory or management experience strongly preferred.
• Not-for-profit accounting experience strongly preferred.
• Experience within a human services organization, shelter provider, social services organization, or other government-funded environment is highly desirable.
• NYC DHS/DSS or similar government contracting experience preferred.
• Blackbaud experience strongly preferred.
• Strong understanding of accounts payable, general ledger accounting, accruals, reconciliations, expense allocations, and internal controls.
• Demonstrated ability to manage competing payment priorities and deadlines in a fast-paced environment.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• High level of integrity, discretion, accountability, and attention to detail.

Skills

• Advanced proficiency with Microsoft Excel, including reconciliations, pivot tables, lookups, data analysis, and large transaction files.
• Ability to work effectively with vendors, program leadership, Finance staff, auditors, and senior management.