Position Overview

The AP Specialist plays a key role in supporting the organization and finance team by accurately

processing and coding financial transactions, including invoices, credit cards, and expense reports. This

position requires solid accounting background, organizational abilities and attention to detail to ensure

that all entries align with high accounting standards and are correctly allocated across programs or cost

centers. The ideal candidate will possess excellent communication skills to effectively coordinate with

internal staff and occasionally with external vendors, ensuring accurate interpretation of purchases,

payments, and documentation for financial reporting.

Salary Range: $73,000- $83,000, Exempt

Reporting to (Interim) Finance Director

Key Responsibilities:

Accounts Payable Processing

Maintain a comprehensive understanding of end-to-end Accounts Payable processes, provide ongoing training and share knowledge within the organization to ensure uniform practices. Drive for continuous improvement in the efficiency, automation and internal control process in the AP cycle.

Handle the entire AP processing cycle, including reconciliation and timely resolution of errors. Investigate and resolve problems associated with processing of invoices. Receive, research, collaborate, and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons promptly and efficiently.

Review, route, and monitor bill pay, credit cards, and reimbursement approval process in Ramp.

Set up AP workflow for new programs.

Validate and manage new vendor onboarding process.

Ensure all payments have proper documentation prior to processing and approval routing.

Follow up with staff on missing receipts or supporting documentation for expenses. Monitor the Ramp system and communicate with employees regarding out-of-policy transactions or missing memos. Contact vendors regarding discrepancies or issues with payments.

Support ongoing AP automation projects through training, problem resolution, and testing.

Maintain monthly vendor recurring invoices in Google sheet.

General Accounting

Prepare monthly bank and credit card reconciliation in QBO.

Assist with monthly journal entries of cost allocation and indirect cost allocation.

Assist with government billing process and internal invoice information compilation.

Collaborate closely with internal teams to resolve accounting issues promptly and efficiently.

Qualifications and Skills:

An undergraduate degree in Finance or Accounting; equivalent work experience in Accounts Payable may be considered.

5+ years of hands-on experience in full-cycle Accounts Payable.

Proficiency in MS Office, Google suite, and accounting software.

Proven experience in managing vendor onboarding and compliance processes.

Quick to adapt to accounting systems and new applications or tools.

Strong organizational and problem-solving skills, with keen attention to detail.

Strong analytical abilities with the capability to multi-task and manage deadlines.

Excellent communication and customer service skills across all levels of an organization.

Demonstrated experience in process improvement and accounting automation initiatives.

Able to work independently while also thriving in a collaborative team environment.

Ability to lift and/or move up to 25 pounds with physical capability to perform job-related duties

APA Family Support Services (APA) is a community-based organization that focuses on the prevention and identification of child abuse/neglect in the community. Our mission is to promote healthy children and families by providing family support services to prevent child abuse and domestic violence and to advocate for culturally competent services through education, community building, and leadership development.

We do this through case management and family support services at our family resource centers. By providing parents with a safe and welcoming place outside of their homes, they increase their social circles and have a forum to gain their voice.

APA is also the lead for API Family Resource Network (APIFRN).

APA Family Support Services is proud to be an equal-opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.