Accounting Specialist

Accounting Specialist (AP Focus)

The Accounting Specialist (AP Focus) is an entry- to mid-level accounting role responsible primarily for the accurate and timely processing of Accounts Payable transactions. This position performs routine accounting functions including invoice processing, data entry, reconciliations, and vendor communication while ensuring compliance with organizational policies and generally accepted accounting principles (GAAP). The role requires strong attention to detail, organizational skills, and the ability to manage multiple priorities in a mission-driven nonprofit environment.

Core Duties and Responsibilities

Accounts Payable

• Receive, review, and process vendor invoices for accuracy, completeness, proper documentation, and authorization in accordance with established policies
• Match invoices to purchase orders and/or supporting documentation where applicable
• Route invoices for approval in accordance with the authorization matrix and follow up on outstanding approvals
• Code invoices to appropriate general ledger accounts, departments, and projects, with guidance from Accounting Supervisor and/or CFO, as needed
• Enter invoices and payment requests into the accounting system, ensuring accuracy and prevention of duplicate entries
• Prepare weekly payment batches (checks, ACH, or electronic payments) for approval and processing
• Maintain vendor records, including W-9 documentation, and ensure compliance with IRS reporting requirements
• Assist with preparation and distribution of annual Form 1099 filings
• Monitor recurring invoices and ensure timely recognition and payment in the proper accounting period
• Communicate with vendors to resolve discrepancies, respond to inquiries, and maintain positive working relationships
• Reconcile vendor statements and investigate/resolve variances
• Allocate expenses across multiple programs or departments as needed
• Supports monthly house budget processing, ensuring receipts are complete and reviewing coding
• Support credit card/expense report processing, ensuring receipts and approvals are complete and policy-compliant

Other Responsibilities

• Maintain organized and accurate AP files and documentation, both electronic and paper
• Assist with audits by providing requested documentation and support
• Contribute to process improvements and internal control compliance efforts
• Perform other accounting and administrative duties as assigned by the Accounting Supervisor and/or CFO

Qualifications, Experience, and Education

Education

• Associate's degree in Accounting, Finance, Business Administration, or related field required
• Bachelor's degree in Accounting or related field preferred

Experience

• 2–4 years of accounts payable or general accounting experience required
• Experience in a nonprofit environment preferred but not required
• Prior experience with high-volume invoice processing is a plus

Skills and Knowledge

• Working knowledge of basic accounting principles and GAAP
• Proficiency in accounting software systems
• Experience with Microsoft Office Suite, with strong Microsoft Excel skills (data entry, basic formulas, reconciliation support)
• High level of accuracy, attention to detail, and organizational skills
• Ability to manage multiple tasks and meet deadlines in a structured environment
• Strong communication and customer service skills when working with vendors and internal stakeholders
• Ability to maintain confidentiality and handle sensitive financial information

Work Environment:

Office space provided with sufficient supportive equipment. The noise level is usually moderate. Ability to sit and work at a computer for extended periods. Occasional lifting of files or materials up to 15 pounds. This is a drug free environment.

About the Culture at VHBG

VHBG's leadership team encourages employees to bring their authentic self to work, whatever that means for that employee. We do this through unbiased recruiting practices, advocating for employees to participate in our inclusion ambassador council, implementing employee feedback and offering training opportunities focused on diversity, inclusion and equity. VHBG nurtures belonging and retains a highly engaged workforce in order to achieve the best experience and outcomes for our clients.

VHBG is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based upon race, religion, color, national origin, genetic information, age, gender (including pregnancy and childbirth), sexual orientation, gender identity or expression, marital status, status as a protected veteran, disability, or other status protected under federal, state, or local law.