Accounts Payable Specialist

Job Title: Accounts Payable Specialist DOL Status:
Part-Time  (15-20 hours per week)
FLSA Status: Non-Exempt
Date Prepared: September 2026
Reports to: Branch Executive, Business & Finance  
Department: Administration 

                                            

POSITION SUMMARY:
The Accounts Payable Specialist supports the work of Y, a leading nonprofit organization committed to strengthening communities through youth development, healthy living, and social responsibility. Under the direct supervision of the Branch Executive Director, Business and Finance, this position is an integral part of the team, working collaboratively to ensure accurate and timely accounts payable record keeping. 

Through strong organizational skills, attention to detail, and a customer-focused approach, this position helps drive the Y’s mission by fostering a positive work environment and ensuring accounts payable processes align with the organization’s goals and values. Working as a team, this role supports a cohesive and efficient department that serves as a resource for employees across the organization.

OUR CULTURE: 
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

• Processes invoices for payment.
• Audits check requests and purchase orders for completeness and make necessary corrections.
• Inputs vendor and expense distribution data in Accounting System.
• Coordinates accounts payable check runs upon approval.
• Electronic filing of appropriate documentation and maintaining accounts payable files as directed.
• Voids checks and credits appropriate accounts as needed.
• Responds to challenges with possible solutions in a timely manner (e.g., works with vendors and staff to resolve invoice discrepancies).
• Reviews vendor statements for past due invoices and works with vendors to keep accounts current.
• Maintains and keeps up to date the master annual bookkeeping workbook for all facility expenses.
• Maintains W-9 information for all vendors and prepares annual 1099 forms for the IRS.
• Maintains responsive and cooperative relationships with vendors regarding accounts payable/journal entry matters.
• Maintains responsive and cooperative relationships with Y Staff
• Embrace and champion process improvements related to accounts payable processes
• Obtain quotes from vendors and compare pricing for basic goods and services
• Support inventory tracking and notify appropriate staff of low stock levels and/or places orders when necessary
• Engage with leadership staff to achieve established annual goals
• Assists with event planning quotes, coordinating with vendors, and in execution of events

EMPLOYEES AND VOLUNTEERS WHO DO NOT DIRECTLY SUPERVISE YOUTH WILL:

• Adhere to policies related to boundaries with youth.
• Attend required abuse risk management training.
• Report suspicious and inappropriate behaviors and policy violations.
• Follow mandated abuse reporting requirements.
• Adhere to job specific abuse risk management responsibilities.
  • Maintenance employees and volunteers—ensure unused rooms and closets remain locked; routinely monitor high-risk locations (locker rooms and bathrooms, hallways, stairwells), etc.
  • Front desk personnel—ensure youth are properly signed in and signed out, ensures only authorized adults are allowed in the facility, etc.

QUALIFICATIONS:

• Associate degree or equivalent work experience preferred.
• Knowledge of general ledger and accounting functions preferred.
• Experience in data entry with working knowledge of spreadsheets and word processing.
• Strong customer service and relationship building skills.
• Excellent problem-solving skills.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Physical demands include frequent standing and walking; use of hands to handle or feel objects, tools or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; talk and hear; regularly lift up to 20 pounds.