Accounts Payable Specialist

Overview

The Children’s Rescue Fund (CRF) is seeking a detail-oriented and dependable Accounts Payable (AP) Specialist to join its Finance team. This position plays a vital role in maintaining accurate, timely, and compliant payment processing for vendors, consultants, and staff reimbursements across CRF’s city-funded programs and operations. Reporting directly to the Accounts Payable Manager (AP Manager), the AP Specialist supports the end-to-end accounts payable cycle, ensuring full compliance with internal controls, contract requirements, and nonprofit fiscal best practices.

The ideal candidate will thrive in a fast-paced, mission-driven environment and be committed to upholding financial integrity and vendor accountability.

• Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred
• Minimum 2 to 3 years of hands-on accounts payable experience, preferably in a nonprofit, governmental, or fund accounting setting
• Strong understanding of internal controls, coding standards, and fund source requirements
• Highly ethically motivated and results-oriented, proven creative problem solver with positive respectful proactiveness
• Must have incredible initiative, the ability to work well under pressure, and the ability to be flexible and work both independently and as part of a team to complete complex projects in a fast-paced environment
• Exhibit high attention to detail and problem-solving skills with the ability to manage competing deadlines in a high-volume environment with accuracy, efficiency, and professionalism
• Capable of working in a dynamic, rapidly changing environment, adapting to multiple and shifting required priorities and collaborating with a wide range of colleagues to deliver expected results
• Utilize demonstrated good judgment, sensitivity, and high discretion in the handling of confidential information
• Superior written and verbal communication skills, coupled with excellent organization and leadership skills
• Proficiency in Blackbaud Financial Edge or equivalent ERP accounting system
• High level of computer proficiency in Word, Excel (advanced level), and the ability to learn new technologies and databases

• Review, verify, and process all vendor invoices, consultant contracts, and staff reimbursement requests in accordance with CRF policy
• Match invoices to purchase orders and receiving documentation; resolve discrepancies as needed
• Ensure accurate coding of all payables (GL account, fund, program, and project codes) before entry into Blackbaud Financial Edge
• Prepare and execute scheduled payment runs (checks, ACH, or wire) in coordination with the AP Manager and Finance Director

• Maintain proper authorization, documentation, and audit trails for all disbursements
• Ensure adherence to CRF’s approval matrix and cost allocation standards, particularly for DHS- and HRA-funded programs
• Maintain accurate and updated vendor files, including 1099 status, W-9s, and payment terms
• Assist in annual 1099 preparation and audit compliance documentation

• Reconcile the AP subledger to the General Ledger on a monthly basis
• Record and assist in tracking accruals and prepaid expenses
• Participate in the month-end and year-end closeout processes in coordination with the broader Finance team

• Respond to inquiries from vendors and staff professionally and in a timely manner
• Reconcile vendor statements and resolve payment issues in collaboration with the Procurement team
• Assist with onboarding new vendors and maintaining accurate contact and tax data

• Cross-train with other members of the Finance team and support backup coverage for the AP Manager as needed
• Participate in process improvement initiatives and maintain workflow documentation
• Attend finance or interdepartmental meetings as directed

• Contributes to the overall success of the organization by performing all other duties and responsibilities as assigned by supervisor or designee, and being able to pivot with ever-changing…