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New America · 23 hours ago

Accounts Payable Specialist

Washington, DC

Full-time

Hybrid

Mid Level

$65K/yr - $70K/yr

3+ years exp

New America is seeking an Accounts Payable Specialist who will be responsible for processing Accounts Payable transactions and managing vendor communications. The role includes preparing contracts, maintaining accurate financial records, and assisting with month-end closing procedures.

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Comp. & Benefits

Responsibilities

Process all employee expense reimbursements in Concur; review for appropriate documentation and account coding; follow up with employees to resolve issues

Process invoices from vendors, contractors, and state/federal agencies; review each for appropriate documentation and management approval; detect and correct any discrepancies; enter into accounting software

Monitor Finance mailbox; respond to requests in a timely manner; direct mail incorrectly sent to Finance to the appropriate person/team; follow-up on unresolved matters until completely answered

Set up bi-weekly ACH and wire disbursements in the banking system

Process physical checks when requested by a vendor

This position is hybrid, onsite presence at our Washington, DC office is required once a week. During this in-office day, the team member will be responsible for handling essential administrative tasks, including processing outgoing checks and managing incoming mail

Process credit card bills; reconcile all corporate card statements to reports and receipts submitted by cardholders via Concur

Maintain vendor information, including banking information and W-9s

Interact with program directors, grant managers, and vendors; serve as primary interface with other departments on AP initiatives and process changes

Assist in month-end closing procedures; record journal entries to adjust balances or reclass expenses as needed; reconcile related accounts to the general ledger monthly

Assist with year-end 1099s

Prepare vendor and consultant contracts; communicate with project managers regarding details of contracts; facilitate execution of contracts via Adobe Sign or Box Sign

Maintain a schedule of contracts to track terms and monitor status

Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices

Assist with external audits and other projects as assigned

Add value through process improvement and creating workflow efficiencies, e.g. reduce processing time, improve accuracy, and reduce paper-based processes

Assist with Finance team admin duties such as sorting mail and scheduling team meetings; logging checks received via mail and distributing copies to Development

The incumbent may be asked to perform additional duties and take on other responsibilities as dictated by events and circumstances