Accounts Payable & Expense Specialist

Job Description

Job Description

The Accounts Payable & Expense Specialist plays a key role in supporting the financial operations of the Association and Foundation through the accurate and timely processing of invoices, employee expense reports, vendor payments, and related accounting activities. This position works closely with employees, vendors, Class Presidents, and Finance team members to ensure compliance with organizational policies, maintain strong internal controls, and provide excellent customer service. The ideal candidate is detail-oriented, organized, customer-focused, and comfortable managing multiple priorities in a fast-paced environment. This is a non-exempt position reporting to the Director, Financial Operations.

This position offers a competitive salary commensurate with experience and the opportunity to participate in the organization's annual bonus program, when eligible. Bonus awards are discretionary and not guaranteed. You would also be eligible for a generous benefits plan which includes medical, dental, vision, an FSA, an HSA, a fully-vested 403(b) retirement plan with employer matching, 22 days of accrued paid time off (PTO) per fiscal year, 14 paid holidays per calendar year, group life insurance, short-term & long-term disability, identity theft protection, and annual opportunities for professional development. Although not guaranteed, certain additional benefits may be offered through the Naval Academy, such as use of certain recreational facilities (including the Brigade Sports Complex gym, marina and indoor/outdoor pools), as well as category II eligibility for employee children to apply to the Naval Academy Primary School.

ABOUT THE U.S. NAVAL ACADEMY ALUMNI ASSOCIATION & FOUNDATION

The U.S. Naval Academy Alumni Association & Foundation is a mission-driven organization dedicated to connecting and supporting alumni and the U.S. Naval Academy community so that the Brigade of Midshipmen and alumni can serve at their full potential for the good of the nation. Our team offices out of the Fluegel Alumni Center, located at 301 King George Street in Annapolis, Maryland, near the U.S. Naval Academy and historic downtown Annapolis. From this beautiful and welcoming setting, we support alumni engagement, philanthropy, events, communications, operations, and administrative services that strengthen the Naval Academy community.

At the Alumni Association & Foundation, our culture is guided by the values of Integrity, Respect, Service, Teamwork, and Growth. We look for professionals who are energized by meaningful work, committed to excellence, and motivated by the opportunity to serve a community grounded in leadership, service, and tradition. If you are inspired by mission-focused work and want to be part of an organization guided by these values, we encourage you to apply. At the U.S. Naval Academy Alumni Association & Foundation, you will join dedicated colleagues who take pride in supporting the Naval Academy community, strengthening alumni connections, and contributing to work that has purpose and lasting impact.

Qualifications

• Minimum one (1) year of accounts payable, accounting, or related finance experience, preferably within a nonprofit environment.
• Working knowledge of accounting principles, accounts payable processes, and employee expense reporting.
• Experience with Blackbaud Financial Edge NXT, BBXP, Concur, or similar financial systems preferred.
• Experience maintaining vendor records and supporting annual audit and 1099 reporting preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent communication and customer service skills, with the ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.

Responsibilities

• Process invoices, employee expense reports, and vendor payments through Blackbaud Financial Edge NXT/BBXP, ensuring appropriate coding, approvals, and supporting documentation are complete.
• Review invoice and expense submissions for accuracy, compliance with organizational policies, and proper general ledger and project coding.
• Support weekly AP processing, including check and EFT payment runs, cash requirement reviews, and payment documentation.
• Maintain vendor records, including W-9s, ACH/EFT information, remit-to addresses, and year-end reporting documentation.
• Serve as a primary point of contact for employees and vendors regarding invoices, payments, expense reports, and related questions.
• Coordinate class-related invoices and payment requests, working directly with Class Presidents and vendors to resolve questions and ensure timely payment processing.
• Reconcile AP-related accounts and activity and prepare correcting or reclassifying journal entries as needed.
• Assist with month-end close, annual audit support, and 1099 preparation and reporting.
• Support AP workflows, SOP compliance, process improvements, and document management.
• Assist with special projects and other duties as assigned.

Apply: Please go to and apply on our website.

The USNA Alumni Association and Foundation is an Equal Opportunity Employer

Veterans encouraged to apply