Job Description
Job Description
POSITION SUMMARY:
The Children’s Rescue Fund (CRF) is seeking a detail-oriented and dependable Accounts Payable (AP) Specialist to join its Finance team. This position plays a vital role in maintaining accurate, timely, and compliant payment processing for vendors, consultants, and staff reimbursements across CRF’s city-funded programs and operations. Reporting directly to the Accounts Payable Manager (AP Manager), the AP Specialist supports the end-to-end accounts payable cycle, ensuring full compliance with internal controls, contract requirements, and nonprofit fiscal best practices. The ideal candidate will thrive in a fast-paced, mission-driven environment and be committed to upholding financial integrity and vendor accountability.
QUALIFICATIONS:
- Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration preferred
- Minimum 2 to 3 years of hands-on accounts payable experience, preferably in a nonprofit, governmental, or fund accounting setting
- Strong understanding of internal controls, coding standards, and fund source requirements
- Highly ethically motivated and results-oriented, proven creative problem solver with positive respectful proactiveness
- Must have incredible initiative, the ability to work well under pressure, and the ability to be flexible and work both independently and as part of a team to complete complex projects in a fast-paced environment
- Exhibit high attention to detail and problem-solving skills with the ability to manage competing deadlines in a high-volume environment with accuracy, efficiency, and professionalism
- Capable of working in a dynamic, rapidly changing environment, adapting to multiple and shifting required priorities and collaborating with a wide range of colleagues to deliver expected results
- Utilize demonstrated good judgment, sensitivity, and high discretion in the handling of confidential information
- Superior written and verbal communication skills, coupled with excellent organization and leadership skills
- Proficiency in Blackbaud Financial Edge or equivalent ERP accounting system
- High level of computer proficiency in Word, Excel (advanced level), and the ability to learn new technologies and databases
KEY RESPONSIBILITIES:
Invoice & Payment Processing
- Review, verify, and process all vendor invoices, consultant contracts, and staff reimbursement requests in accordance with CRF policy
- Match invoices to purchase orders and receiving documentation; resolve discrepancies as needed
- Ensure accurate coding of all payables (GL account, fund, program, and project codes) before entry into Blackbaud Financial Edge
- Prepare and execute scheduled payment runs (checks, ACH, or wire) in coordination with the AP Manager and Finance Director
Compliance & Documentation
- Maintain proper authorization, documentation, and audit trails for all disbursements
- Ensure adherence to CRF’s approval matrix and cost allocation standards, particularly for DHS- and HRA-funded programs
- Maintain accurate and updated vendor files, including 1099 status, W-9s, and payment terms
- Assist in annual 1099 preparation and audit compliance documentation
Reconciliation & Month-End Close
- Reconcile the AP subledger to the General Ledger on a monthly basis
- Record and assist in tracking accruals and prepaid expenses
- Participate in the month-end and year-end closeout processes in coordination with the broader Finance team
Vendor Relations & Internal Coordination
- Respond to inquiries from vendors and staff professionally and in a timely manner
- Reconcile vendor statements and resolve payment issues in collaboration with the Procurement team
- Assist with onboarding new vendors and maintaining accurate contact and tax data
Team Collaboration
- Cross-train with other members of the Finance team and support backup coverage for the AP Manager as needed
- Participate in process improvement initiatives and maintain workflow documentation
- Attend finance or interdepartmental meetings as directed
OTHER REQUIREMENTS (including Physical Demands):
- Contributes to the overall success of the organization by performing all other duties and responsibilities as assigned by supervisor or designee, and being able to pivot with ever-changing priorities and newly added job-related responsibilities that arise based on business changes, needs, and demands
- May be required to work long hours and a varied schedule
- Travelling throughout various locations in the New York City area
- This is a full-time position with the need to be flexible due to the organization being a 24/7 operation
- Lifting and moving objects weighing up to 30 pounds several times a week
- Climatic issues of temperature variance and ventilation association with resident facility impact delivery of services
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
EEO Statement – Children’s Rescue Fund is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status.