AP Staff Accountant

Position Summary

Under the supervision of the Senior Accountant, with oversight from the Controller, the AP Staff Accountant supports the organization’s accounting operations, with primary responsibility for the accurate, timely, and controlled processing of accounts payable. This position manages invoice processing, vendor records, payment preparation, account reconciliations, and AP-related month-end activities. The AP Staff Accountant also supports general-ledger accounting, financial reporting, audits, and compliance with internal policies, GAAP, and applicable nonprofit requirements.

Key Responsibilities

• Prepare and post routine journal entries and supporting documentation to the general ledger.
• Manage invoice and reimbursement processing through Bill.com and Blackbaud Financial Edge, including uploads, coding, approval routing, supporting documentation, synchronization, and payment-status monitoring.
• Verify invoices for appropriate documentation, mathematical accuracy, budget or general-ledger coding, and authorized approval before payment.
• Manage scheduled payment runs in Bill.com, including checks and ACH; prepare and upload bank Positive Pay files, review exceptions, resolve discrepancies, and escalate unusual items to the Senior Accountant and, when necessary, the Controller.
• Maintain complete and accurate vendor records, including W-9 forms, payment terms, contact information, and required supporting documentation.
• Respond to vendor and internal inquiries; research and resolve invoice, purchase-order, payment, credit, and account discrepancies.
• Reconcile vendor statements, the accounts payable subledger, and related general-ledger accounts; promptly investigate and resolve differences.
• Monitor outstanding invoices, credits, voided checks, stale-dated payments, and the AP aging report, and follow up on unresolved items.
• Support month-end and year-end close by preparing AP accruals, reconciliations, schedules, journal-entry support, and other required documentation.
• Support annual Form 1099 preparation and filing by maintaining accurate vendor tax classifications and payment records.
• Support internal and external audits and regulatory reviews by preparing schedules, workpapers, invoice samples, vendor and payment documentation, and timely responses to auditor requests.
• Assist the Senior Accountant and Controller with general accounting, financial reporting, account analysis, month-end schedules, and special projects, and recommend improvements to AP workflows, controls, and efficiency.
• Follow segregation-of-duties, vendor-verification, duplicate-payment, and fraud-prevention controls, and promptly escalate exceptions to the Senior Accountant and Controller.
• Coordinate with purchasing, program, and department staff to confirm receipt of goods or services and obtain missing approvals or documentation.