Accounts Payable Specialist

Position Summary

Maternity Care Coalition (MCC) seeks an Accounts Payable (AP) Specialist to support the Accounts Payable (AP) Director in managing and maintaining MCC’s accounts payable processes. The successful candidate will be a highly organized individual with strong attention to detail and a solid understanding of accounting principles, especially within accounts payable. This position will work closely with vendors, finance, accounting and other staff as needed to ensure accurate and timely processing of payments, as well as compliance with internal policies and external regulations.

Founded over 40 years ago, Maternity Care Coalition has assisted over 150,000 families in Southeastern Pennsylvania and now Delaware, focusing particularly on neighborhoods with high rates of poverty, infant mortality, health disparities, and changing immigration patterns. Its mission is to improve the health and well-being of pregnant women and parenting families and enhance school readiness for children 0-3. MCC has multiple program locations, 190 staff, a strong commitment to diversity, equity, inclusion and justice, and a $21MM annual budget.

Essential Tasks

• Invoice Processing:
  • Review, verify, and process vendor invoices, employee expense reimbursements and stipend requests in a timely and accurate manner.
  • Maintain rent schedule, prepare monthly payments.
  • Ensure proper coding of invoices to the appropriate accounts and cost centers for this multi-program and braided funding structure model.
  • Support AP Director in uploading and processing said invoices on its automated payables system with PNC Bancorporation.
• Payment and Vendor Management
  • Support AP Director in preparing and processing ACH payments, online check payments, and the occasional paper check on MCC’s online payment system with PNC Bancorporation.
  • Ensure timely payment of all invoices and maintain accurate records of payment status.
  • Obtain and maintain all vendor files needed for processing including W9’s and ACH forms.
  • Communicate with vendors as regarding payment inquiries and to resolve discrepancies.
• Reconciliation and File Maintenance
  • Prepares analysis of accounts and funds as required – assists staff and vendors with proof of payment
  • Reconcile vendor statements and resolve any discrepancies promptly.
  • Assist in month-end closing activities by ensuring accounts payable records are up to date and available for documentation as needed.
  • Upon request provide documentation required by various funders and divisions.
  • Maintain detailed and accurate accounts payable records, spreadsheets and files.
• Compliance
  • Ensure adherence to company policies and procedures related to accounts payable.
  • Support compliance with audit requirements by maintaining accurate records and supporting documentation.
  • Stay up-to-date on industry best practices and any relevant legal or regulatory changes.
• Collaboration
  • Work closely with internal departments to ensure proper approval workflows and timely processing.
  • Collaborate with the finance team on cash flow management and reporting related to accounts payable.
• Other
  • Attend relevant staff meetings to promote communication and execution of goals
  • Complete internal and external correspondence as requested.
  • Complete special projects specific as directed by the Accounts Payable Director
  • Other duties as assigned within the scope of position expectations.
  • Strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external partners, clients, and members of the community.
  • Ability to handle sensitive, confidential information with discretion

Experience, Education, and Licensure

Required:

• Education: Bachelor’s Degree from an accredited university with substantial credits in accounting; or relevant experience.
• Two years of full cycle accounts payable experience
• Experience with automated invoicing and payment systems
• Experience with digital documentation processing, PDF documents and approval workflow tools.
• Intermediate level proficiency in Excel functions, including Pivot tables, V Lookups and other tools that help organize and present data with clarity.

Preferred:

In addition to the required:

• Experience at a grant funded non-profit organization with multiple funding streams.
• Proficiency with automated invoicing and payment systems, ideally MIP Fund Accounting and/or PNC Payables Automation.

• Experience with financial audits and 1099 processing desired.

• Highly advanced skills in Excel including the use of Conditionals & Logical Operators, Basic Statistical Functions, Lookup/Reference Functions, Pivot tables and other tools that help synthesize and maintain complex and often changing data sets.
• Bachelor’s Degree in Accounting

Knowledge, Skills, and Abilities Required

• Understanding of and enthusiasm for MCC’s mission and core values, programs, Theory of Change and commitment to Diversity, Equity, Inclusion, and Justice (DEIJ).
• Strong understanding and experience with fundamental accounting principles.
• A process-oriented and analytical mindset capable of understanding MCC systems and creating solutions in response to challenges or opportunities.
• Ability to work independently with a high level of energy as well as interact and support a diverse variety of colleagues and stakeholders in a manner that is clear, positive and engaging.
• A strong mathematical aptitude, attention to detail and ability to perform accurate work.
• Familiarity with and ability to use essential functions of Microsoft Office Suite, especially MS Word and Powerpoint.
• Ability to organize a variety of concurrent tasks efficiently, meet deadlines and follow up on requests in a timely and friendly manner.
• Ability to effectively communicate in writing and verbally with colleagues and various internal and external stakeholders.

Benefits include:

• Generous Sign on bonus
• Three (3) weeks paid vacation, plus One (1) week paid Winter Break
• Medical, Dental, Vision, Voluntary & Supplemental Life Insurance through CIGNA
• Cafeteria Plan through Flex Facts: FSA and Commuter plans

Equal Employment Opportunity Statement:

Maternity Care Coalition (MCC) is committed to fostering an inclusive, respectful, and equitable workplace culture. We ensure a fair hiring process and provide a healthy work environment where every employee can thrive and make a meaningful impact in the community.

As an employer committed to Diversity, Equity, Inclusion, and Belonging (DEIB), MCC celebrates differences and values the unique perspectives that individuals from all backgrounds bring to our organization. We are committed to maintaining a diverse workforce that strengthens our mission, and we actively encourage applications from candidates of all backgrounds and experiences.

MCC is an Equal Opportunity Employer and does not discriminate on the basis of race, ethnicity, religion, gender identity, sexual orientation, national origin, disability, veteran status, or any other legally protected characteristic.