Accounting and Vendor Relations Analyst

POSITION SUMMARY

The Accounting and Vendor Relations Analyst supports the operational, financial, and administrative functions of ACAP’s third-party vendor and preferred vendor programs. The position works closely with the Director of Accounting Operations, the Preferred Vendor Consultant, and members of ACAP’s management team to help coordinate sponsorship commitments, non-dues revenue tracking, vendor communications, and related accounting support. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. Strong communication, customer service, project coordination, and accounting support skills are essential. The successful candidate will exercise sound judgment, discretion, work independently, and effectively serve as a liaison between management, consultants, vendors, and internal stakeholders.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Non-Dues Revenue Project Coordination Monitor and track non-dues revenue streams, including royalties, sponsorships, collaborations. Coordinate with the Preferred Vendor Consultant on monthly management meetings, including agenda development and providing program updates. Prepare and organize materials for annual preferred vendor program strategic planning. Support the annual budget development process with the Preferred Vendor Consultant and management. Provide regular financial reports and updates on non-dues programs to the finance and management teams. Prepare monthly reports on preferred vendor activities to include sponsorship sales, incoming & terminated contracts, and revenue generated. Maintain applicable preferred vendor program procedures and supporting documentation. Coordinate with the Preferred Vendor Consultant to support new sponsorship opportunities that align with industry trends. Management of preferred vendor database including vendor contacts and program activities. Coordinate onboarding and offboarding activities for preferred vendors and strategic allies, including related program contracts. Serves as a liaison between management and preferred vendors ensuring timely communication, accurate transfer of information, and appropriate follow up. Track and administer royalty contracts, sponsorship agreements, annual benefits, and related program updates. Promote and support sponsorship opportunities by confirming commitments with management and coordinating next steps. Respond to vendor operational or payment inquiries in a professional and timely manner, escalating complex issues as appropriate to ensure sponsor satisfaction. Maintain promotional program presentation in conjunction with Preferred Vendor Consultant. Provide preferred vendor program updates at ACAP conference planning meetings Coordinate with the Director of Conferences for all meeting related sponsorship logistics. Provide onsite support at annual conference for vendor related activities. Coordinate production of sponsored advertising, gift materials, and other vendor conference materials. Organize production and shipping of vendor conference materials. Serve as primary contact for preferred vendors participating in conferences. Maintain ongoing communication with preferred vendors regarding logistical details, letters, conference registration, and shipment of sponsored gifts. Accounting Support Coordinate the accounts receivable process for non-dues revenue programs. Serve as a backup to the Director of Accounting Operations for accounts payable processing. Reconcile revenue records with the accounting systems in collaboration with the Director of Accounting Operations to investigate discrepancies and support the integrity of financial data. Generate, issue, track, and follow up on invoices for program fees in a timely manner. Proactively send reminders and follow up communications to vendors or consultants with outstanding payments to ensure timely collection of revenue. Assist in developing and updating internal procedures for tracking revenue and managing invoices & payments while following established financial policies and compliance standards. Support annual audit preparation by providing documentation for areas of responsibility. Administration and Technology Maintain Salesforce database of sponsor and vendor commitments, contract terms, benefit fulfillment, and payment status. Update vendor informational sections of website including webinar announcements. Coordinate educational webinars and virtual vendor showcases, including scheduling, materials review, online hosting, and post-webinar activities. Provide calendar invitations for preferred vendor webinars. Represent ACAP professionally and effectively in interactions with vendors and member health plans. Perform other tasks as assigned.

QUALIFICATIONS/SKILLS & KNOWLEDGE REQUIREMENTS

Bachelor’s degree in finance, accounting, business administration or a related field. Significant relevant experience in financial coordination or accounting support may be considered in lieu of a degree. Minimum of three years of relevant professional experience in project management, accounting support, vendor relations, or a related area. Strong proficiency in Microsoft Office Suite with an ability to become familiar with organization-specific software. Prior experience with CRM database (preferably Salesforce), Bill.com (or similar online payment system) and accounting software (Sage Intacct) strongly desired. Experience hosting meetings through Zoom and Microsoft Teams. Excellent organizational, time management, and project management skills, with strong attention to detail. Ability to manage multiple ongoing tasks, invoices, deadlines, reports and payment follow-up while prioritizing effectively. Exceptional written and verbal communications skills with ability to correspond professionally and prepare clear reports with members, vendors, consultants, and internal teams. Strong interpersonal and customer service skills, with the ability to maintain positive working relationships and represent ACAP professionally. Self-motivated, dependable, and able to work independently under general supervision while seeking guidance or escalating issues when needed.

ADA SPECIFICATIONS

This position frequently operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Ability to lift up to 20 pounds.

EXPECTATION FOR ALL EMPLOYEES

Support the organization’s mission, vision, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, professional demeanor, accountability, and ownership.

ORGANIZATIONAL INFORMATION

ACAP is a national trade association which represents nonprofit and community-based Safety Net Health Plans.Collectively, ACAP plans serve more than 30 million individuals enrolled in Medicaid, Medicare, Marketplace, and other public health coverage programs.ACAP’s mission is to strengthen not-for-profit Safety Net Health Plans in their work to improve the health and well-being of people with limited resources or significant health needs.

COMPENSATION AND BENEFITS

The pay offered to a successful candidate is competitive and determined by various factors, including education, work experience, job responsibilities, and ACAP’s practice of upholding salary equity within the organization. The starting salary range for the Accounting and Vendor Relations Analyst position is $73,000 to $88,000 annually. ACAP provides a comprehensive benefits package to employees, subject to eligibility. Medical, vision, and dental insurance Paid time off Flexible spending account Parental leave Short and long-term disability insurance Reports To : Chief Administrative Officer Employment Type : Full-time (37.5 hrs./week) FLSA Status : Exempt Work Authorization : Must be able to legally work for ANY employer in the U.S. without sponsorship. Location :The position is located in Washington, DC., and follows a hybrid work schedule with both in person & virtual work. Must reside in the DMV area. Please submit resume and cover letter to: View email address on click.appcast.io Subject line: “Accounting and Vendor Relations Analyst” No phone calls, staffing agencies, or placement firms. ACAP is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, sex, religion, national origin, or any other characteristic protected by law. #J-18808-Ljbffr ASSOCIATION FOR COMMUNITY AFFILIATED PLANS