AP / Accounting Clerk

AP / Accounting ClerkThe AP / Accounting Clerk is a foundational member of the Apollo Theater Foundation's finance team, responsible for the day-to-day processing of accounts payable and providing accounting support across the finance function. Reporting to the Senior Accountant, this role ensures that vendor payments are processed accurately and on time, that documentation standards are maintained, and that the finance team has the operational support it needs to close the books and prepare for audit. This role works closely with internal departments and external vendors, requiring a detail-oriented, organized individual who communicates clearly and takes ownership of recurring deadlines. It is well-suited to someone early in their accounting career who is looking to build a strong foundation across core finance processes in a mission-driven organization.Responsibilities:Accounts Payable ProcessingReceive, review, and log vendor invoices; ensure proper documentation and coding before routing for approvalProcess approved invoices for payment through the organization's payment platform on a scheduled basisCoordinate with the Senior Accountant and Controller to ensure all payments are authorized before executionMaintain accurate vendor records — including contact information, banking details, and W-9 documentationRespond to vendor payment inquiries in a timely and professional mannerAssist with vendor onboarding, ensuring tax documentation and banking information are collected and filedAccounting SupportAssist with monthly bank reconciliation preparation by organizing and filing supporting documentationSupport the month-end close process by preparing basic journal entry support, coding transactions, and flagging discrepancies for Senior Accountant reviewMaintain organized digital and physical finance files in accordance with the department's documentation standardsAssist with the preparation of audit support packages, including pulling invoices, payment records, and supporting documentation from the filing systemSupport the team with data entry, spreadsheet maintenance, and report preparation as neededControls and ComplianceFollow established internal control procedures for invoice processing, payment approvals, and documentation — never bypassing authorization requirementsMaintain the integrity of the AP subledger and ensure all transactions are supported by appropriate documentationFlag any discrepancies, unusual invoices, or potential duplicate payments to the Senior Accountant immediatelyAssist with maintaining the vendor master list and ensure records are current and accurateQualifications: RequiredAssociate's or Bachelor's degree in Accounting, Finance, Business, or a related field — or equivalent work experience1–2 years of accounts payable, bookkeeping, or accounting support experienceStrong attention to detail and commitment to accuracy in a high-volume processing environmentProficiency in Microsoft Excel and Word; ability to work with financial data in spreadsheetsStrong organizational skills and ability to manage recurring deadlinesClear written and verbal communication skills, including the ability to correspond professionally with vendorsAbility to handle sensitive financial information with discretion and confidentialityPreferredExperience with Blackbaud Financial Edge, QuickBooks, or a comparable accounting systemExperience in a nonprofit or mission-driven organizationFamiliarity with accounts payable platforms such as Paymerang or similar payment processing toolsBasic understanding of fund accounting or restricted grant expenditureApollo Theater Foundation, Inc. is an equal opportunity employer committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, marital status, familial status, pregnancy, predisposing genetic characteristics, military status, veteran status, domestic violence victim status, arrest or conviction record, or any other characteristic protected by applicable federal, New York State, or New York City law.