Edtech.com's Summary

Ampact is hiring an Accounts Payable Specialist. This role manages all accounts payable functions including invoice review and payment processing, ensures compliance with grant policies and accounting standards, maintains vendor relationships, and supports grant budget monitoring, while providing excellent customer service aligned with AmeriCorps guidelines.

Highlights

Review, code, and enter vendor invoices accurately and promptly.
Prepare and process check runs and ACH payments following payment schedules.
Verify expenditures comply with grant guidelines and assist with budget tracking.
Maintain up-to-date vendor records and resolve payment issues.
Maintain organized audit-ready documentation and assist with audits and financial reviews.
Collaborate with program staff for invoice approvals and budgeting, resolving discrepancies as needed.
Follow organizational accounting procedures and recommend process improvements.
Assist with monthly and year-end closing, including accounts payable aging and reconciliations.
Minimum associate degree in business or accounting or equivalent experience, with 3+ years accounts payable or general accounting preferred.
Experience with NetSuite or similar accounting software and familiarity with AmeriCorps grant environments is desirable.
Strong skills in Microsoft Excel, Word, and financial database systems; excellent communication and problem-solving skills required.
Salary range: USD $45,680 to $55,000 per year.

Accounts Payable Specialist Full Description

Overview:

The Accounts Payable Specialist is responsible for managing all aspects of accounts payable in a fast-paced, detail-oriented, nonprofit environment. This role ensures timely and accurate invoice processing, proper approvals, budget verification, and compliance with accounting standards and grant regulations. The Specialist maintains high standards of customer service and data integrity, in alignment with AmeriCorps guidelines and uniform guidance.

Responsibilities:

Accounts Payable (85%):

Invoice Processing
Review, code, and enter vendor invoices accurately and promptly into the accounting system.
Ensure all invoices have appropriate documentation, approvals, and budget coding.
Payment Processing
Prepare and process check runs and ACH payments in accordance with payment schedules.
Monitor due dates to ensure timely payment and avoid late fees.
Grant Compliance and Budget Monitoring
Verify that expenditures are allowable, allocable, and reasonable under grant guidelines.
Assist with tracking expenses against program and grant budgets to ensure compliance.
Vendor Management
Maintain accurate and up-to-date vendor records, including W-9s and contact information.
Respond to vendor inquiries and resolve payment issues professionally and promptly.
Process and distribute year-end IRS Forms 1099 and 1096.
Documentation and Recordkeeping
Maintain organized and audit-ready documentation for all transactions, both electronically and physically.
Assist in preparing documents for audits and financial reviews.
Assist Grant Accountants by providing supporting documentation for monthly reimbursement requests and other grant-related reporting requirements.

Internal Coordination
Collaborate with program staff to obtain proper approvals and budget codes for invoices.
Communicate with departments to resolve discrepancies or incomplete documentation.
Policy Adherence and Process Improvement
Follow organizational accounting procedures, internal controls, and AmeriCorps grant policies.
Recommend and implement improvements to enhance efficiency and compliance in accounts payable processes.
Reporting and Reconciliation
Assist with monthly and year-end closing processes, including accounts payable aging and reconciliations.
Generate accounts payable reports as needed by finance or program teams.

Payroll (15%):

Assist with the bi-weekly payroll for staff and AmeriCorps members as needed
Cross train as backup support for Sr. Accountant for Payroll.

Qualifications:
Physical Requirements
Ampact is committed to compliance with the Americans with Disabilities Act and will make reasonable accommodations as possible to enable employees to perform the essential functions of their positions.

This position requires the ability to:

Travel locally and statewide as needed to attend meetings
Communicate effectively with people/groups in multiple settings within and outside the organization
Effectively utilize existing and emerging technology to achieve required results
Transporting of moderately heavy objects up to 25 pounds

Minimum Education

Associate Degree in business or accounting, or equivalent work experience

Minimum Experience

Minimum of 3 years of relevant accounts payable or general accounting experience preferred.
Familiarity with AmeriCorps programs and grant-funded environments is a plus.
Experience with NetSuite or similar accounting software is highly desirable.

Skills Required

Excellent Communication Skills: Strong professional written and verbal communication abilities for effective interaction with vendors, staff, and auditors.
High Attention to Detail: Meticulous with numbers and data entry, ensuring accuracy in invoice processing and financial records.
Proactive Problem-Solving: Able to identify issues, research discrepancies, and implement solutions independently.
Professionalism & Interpersonal Skills: Maintains a professional demeanor, demonstrates strong interpersonal skills, and provides excellent customer service.
Teamwork & Independence: Capable of working both independently and collaboratively in a fast-paced environment.
Time Management: Skilled at prioritizing multiple tasks, managing deadlines, and handling time-sensitive responsibilities.
Adaptability & Innovation: Flexible in adapting to changes and improving processes through innovative thinking.
Technical Proficiency: Strong analytical and quantitative skills, with advanced knowledge of Microsoft Excel, Word, and financial database systems.
Confidentiality: Committed to handling sensitive financial and organizational information with discretion and integrity.

Benefits:

Ampact offers an excellent benefit package including Medical, HSA, Dental, Vision, FSA, Life, Disability, PTO and 401(k). EEOC:

Ampact will not discriminate for or against any AmeriCorps service member or applicant on the basis of race, color, creed, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, familial status, military service, or any other category protected by law. Reasonable accommodations provided upon request.

Original Job Description

Overview:

Responsibilities:

Accounts Payable (85%):

Invoice Processing
Review, code, and enter vendor invoices accurately and promptly into the accounting system.
Ensure all invoices have appropriate documentation, approvals, and budget coding.
Payment Processing
Prepare and process check runs and ACH payments in accordance with payment schedules.
Monitor due dates to ensure timely payment and avoid late fees.
Grant Compliance and Budget Monitoring
Verify that expenditures are allowable, allocable, and reasonable under grant guidelines.
Assist with tracking expenses against program and grant budgets to ensure compliance.
Vendor Management
Maintain accurate and up-to-date vendor records, including W-9s and contact information.
Respond to vendor inquiries and resolve payment issues professionally and promptly.
Process and distribute year-end IRS Forms 1099 and 1096.
Documentation and Recordkeeping
Maintain organized and audit-ready documentation for all transactions, both electronically and physically.
Assist in preparing documents for audits and financial reviews.
Assist Grant Accountants by providing supporting documentation for monthly reimbursement requests and other grant-related reporting requirements.

Internal Coordination
Collaborate with program staff to obtain proper approvals and budget codes for invoices.
Communicate with departments to resolve discrepancies or incomplete documentation.
Policy Adherence and Process Improvement
Follow organizational accounting procedures, internal controls, and AmeriCorps grant policies.
Recommend and implement improvements to enhance efficiency and compliance in accounts payable processes.
Reporting and Reconciliation
Assist with monthly and year-end closing processes, including accounts payable aging and reconciliations.
Generate accounts payable reports as needed by finance or program teams.

Payroll (15%):

Assist with the bi-weekly payroll for staff and AmeriCorps members as needed
Cross train as backup support for Sr. Accountant for Payroll.

Travel locally and statewide as needed to attend meetings
Communicate effectively with people/groups in multiple settings within and outside the organization
Effectively utilize existing and emerging technology to achieve required results
Transporting of moderately heavy objects up to 25 pounds

Minimum Education

Associate Degree in business or accounting, or equivalent work experience

Minimum Experience

Minimum of 3 years of relevant accounts payable or general accounting experience preferred.
Familiarity with AmeriCorps programs and grant-funded environments is a plus.
Experience with NetSuite or similar accounting software is highly desirable.

Skills Required

Excellent Communication Skills: Strong professional written and verbal communication abilities for effective interaction with vendors, staff, and auditors.
High Attention to Detail: Meticulous with numbers and data entry, ensuring accuracy in invoice processing and financial records.
Proactive Problem-Solving: Able to identify issues, research discrepancies, and implement solutions independently.
Professionalism & Interpersonal Skills: Maintains a professional demeanor, demonstrates strong interpersonal skills, and provides excellent customer service.
Teamwork & Independence: Capable of working both independently and collaboratively in a fast-paced environment.
Time Management: Skilled at prioritizing multiple tasks, managing deadlines, and handling time-sensitive responsibilities.
Adaptability & Innovation: Flexible in adapting to changes and improving processes through innovative thinking.
Technical Proficiency: Strong analytical and quantitative skills, with advanced knowledge of Microsoft Excel, Word, and financial database systems.
Confidentiality: Committed to handling sensitive financial and organizational information with discretion and integrity.

Benefits:

Ampact offers an excellent benefit package including Medical, HSA, Dental, Vision, FSA, Life, Disability, PTO and 401(k). EEOC:

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