Accounts Payable Associate

At Resource Center, we are dedicated to empowering the LGBTQIA+ community and all people living with HIV/AIDS. We are committed to healing and transforming our community, with the goal of achieving recognition and equal rights for all LGBTQIA+ people. An organization that started in 1983 as a grassroots service for people with HIV/AIDS has grown into a trusted provider of LGBTQIA+ services in a safe, affirming environment.

Reports to: Accounts Payable and Payroll Manager 

Position Overview:

The Accounts Payable Coordinator plays a vital role in the accounts payable process by managing the receipt, processing, and workflow of invoices and credit card transactions, utilizing purchase orders and spend management within Sage Intacct. This entry-level position is responsible for maintaining accurate vendor records, reconciling statements, and providing support to the Accounts Payable & Payroll Manager in ensuring the timely and accurate processing of accounts payable. 

Job Duties & Responsibilities: 

• Collect and organize invoices received via a centralized email address or physical mail 
• Scan and digitize invoices for electronic processing when necessary 
• Monitor and maintain the AP workflow process to ensure all invoices are properly routed, approved, and returned 
• Support staff in utilization of Purchase Orders ensuring they are organized and resolved 
• Coordinate with Budget Manager to ensure proper budget approval of expenditures through spend management 
• Import approved invoices into the accounting system for payment processing 
• Assist with the collection and workflow of agency credit card charges 
• Ensure proper documentation and approvals for credit card transactions 
• Maintain and update vendor records, including addresses and bank information 
• Reconcile vendor statements to ensure accounts are up-to-date and discrepancies are resolved 
• Conduct invoice and payment research on vendor inquiries 
• Respond to vendor inquiries and resolve issues related to invoices, payments, and account status 
• Collaborate with other departments to address discrepancies or missing documentation 
• Provide general support to the Accounts Payable & Payroll Manager as needed 
• Assist with the accurate posting of accounts payable transactions to the general ledger 
• Assist in the creation and management of AP technology and software tools 
• Ensure compliance with organizational policies and procedures for financial transactions 

Job Requirements & Qualifications: 

• High school diploma or equivalent required; College accounting coursework helpful 
• Previous admin or clerical experience, preferably in AP or accounting, is a plus 
• Familiarity with accounting systems and workflows is desirable 
• Strong organizational and time-management skills 
• Attention to detail and accuracy in data entry and record-keeping 
• Effective written and verbal communication skills 
• Proficiency in Microsoft Office, particularly Excel, and other office software 
• Ability to learn and adapt to new accounting software and systems