Accounts Payable Clerk Part-Time

Accounts Payable Clerk

The Accounts Payable Clerk position is part-time, 25 hours per week (non-exempt, not benefit eligible). The Accounts Payable Clerk in this part-time position plays a crucial role in maintaining the financial integrity and operational efficiency of our non-profit organization. This role is responsible for accurately processing invoices, managing vendor relationships, and ensuring timely payments while adhering to organizational policies and regulatory requirements. The successful candidate will contribute to the smooth functioning of the finance department by maintaining detailed records and supporting month-end closing activities. This position requires a high level of attention to detail, organizational skills, and the ability to work independently within a collaborative team environment. Ultimately, the role supports the organization's mission by ensuring financial transactions are handled efficiently and transparently. May require some local travel (reimbursable). Pay commensurate with experience.

Core Responsibilities

• Accounts Payable Processing
• Process and verify invoices, expense reports, and payment requests in accordance with organizational policies.
• Enter vendor bills accurately and timely into the accounting system.
• Record and reconcile credit card activity entries, ensuring proper documentation and coding.
• Maintain complete and organized accounts payable files and supporting documentation.
• Payment Processing & Vendor Management
• Prepare and process payments via check, ACH, or other approved payment methods.
• Reconcile vendor statements and investigate and resolve discrepancies promptly.
• Respond to payment inquiries and resolve issues in collaboration with internal departments and external vendors.
• Ensure all payments comply with internal approval workflows and controls.
• Cost Allocation & Expense Coding
• Prepare cost allocation entries to properly distribute expenses across programs, departments, grants, or funding sources.
• Ensure expenses are coded accurately to the correct accounts, cost centers, and funding restrictions.
• Support compliance with grant and donor requirements through accurate expense allocation.
• Month-End Close Support
• Assist with month end close activities, including accruals, reconciliations, and reporting support.
• Review accounts payable balances and resolve outstanding items prior to close.
• Ensure all bill, credit card, and allocation entries are recorded within the correct accounting period.
• Audit & Compliance Support
• Support audit and review processes by preparing documentation and schedules related to accounts payable.
• Respond to auditor inquiries and provide detailed transaction support as requested.
• Adhere to nonprofit accounting standards, internal controls, and documentation requirements.
• Organizational Engagement
• Stay informed about New Life Centers' programs, strategic priorities, and community impact.
• Participate in program visits and organizational meetings to stay current on program needs and successes.
• Demonstrate New Life Centers' values in all professional interactions.
• Ensure all legal communication requirements are satisfied.
• Produces documents, receipts, and correspondence regarding activities and progress as necessary to the AP Manager.
• Approves credit card reports and timecards if assigned.
• Supervision includes on-site visits, regular check-ins, and break-out planning meetings.
• Participates in required evaluations.
• Prepares materials as needed for required audits.
• Attends required meetings and trainings.
• Perform other related duties as assigned by the Accounts Payable Manager.

Qualifications & Requirements

• Certified Mandated Reporter (training provided).
• Successful completion of required background checks (general, Child Abuse and Neglect Tracking System, National Sex Offender Registry); no pending cases.
• Commitment to confidentiality and discretion with participant information.
• Valid Illinois driver's license, insurance, good driving record, and access to a vehicle (driving background check required).
• Working phone with active phone number.
• Bilingual English/Spanish preferred, not required.

Education & Experience

• High school diploma or equivalent required; Associate degree in accounting, finance, or related field preferred.
• At least 1 year of experience in accounts payable or a similar financial role.
• Proficiency with accounting software and Microsoft Office Suite, especially Excel.
• Strong numerical aptitude and attention to detail.
• Ability to manage multiple tasks and meet deadlines in a part-time capacity.

Skills & Competencies

• Proficiency in accounting software and Microsoft Excel to accurately process invoices and maintain financial records
• Strong attention to detail to ensure transactions are recorded correctly and discrepancies are minimized
• Excellent organizational skills to manage multiple vendor accounts and payment schedules efficiently
• Knowledge of nonprofit accounting principles and GAAP (preferred) to support compliance with specialized financial requirements
• Effective communication skills to resolve payment issues and collaborate smoothly with internal teams and vendors
• Strong cross-cultural competency.
• Proactive, self-directed, and able to problem-solve, multitask, and take initiative.
• Highly organized, detail-oriented, with strong time management skills.
• Ability to establish and maintain effective working relationships.
• Proficient in Microsoft Office.
• Willingness to be trained and proficiently use databases and information-tracking systems relevant to duties.

How to Apply

Please submit the following materials:

• Cover letter indicating your experience and interest in the position.
• Resume
• List of three references with contact information (minimum 2 professional references, email and phone number included)
• Please mention the name of any New Life Centers staff who referred the position if applicable.

New Life Centers provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. New Life Centers complies with applicable federal, state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

*NLC does not provide visa sponsorship, including for F-1 STEM OPT. NLC is not enrolled in E-Verify.