AP/AR Specialist

AP/AR SPECIALIST

Classification: Full-Time, Non-Exempt

Reports to: Director of Finance

Supervises: No direct reports

Summary:

Talbot House Ministries was established to be a place of hope for people who had lost hope: the hungry, the homeless, and the poor. Planting the seeds of hope is something we do with everyone who comes through our doors.

This position is now full-time. The AP/AR Specialist is responsible for overseeing the reimbursement reporting of Talbot House grants and contracts and ensuring accurate and timely submittal of accounts payable invoices. Working closely with administrative staff, the AP/AR Specialist ensures that accounting procedures are followed, and reimbursement deadlines are met. The ideal candidate for this role should be proactive and solutions-oriented, a good team player with an eye for detail and excellent time management. The AP/AR Specialist will help the organization maintain optimal cash flow and sustain its reputation for transparency and accuracy.

Core Responsibilities/Essential Functions:

Accounts Payable

• Enters vendor invoices, credit memos, and other AP documents accurately and timely into QuickBooks Online.
• Verifies invoice accuracy, including pricing, quantities, and terms.
• Ensures all necessary supporting documentation is retained and attached.
• Maintains vendor records and contact information.
• Resolves vendor inquiries and disputes.

Accounts Receivable

• Completes monthly, quarterly, and annual billing as needed including compiling financial information, formatting invoices per funder requirements, and verifying accuracy of information prior to submission.
• Works with staff at all levels to review progress in spending and documents any challenges, anomalies, or anticipated adjustments.
• Monitors project budgets and requests budget adjustments as necessary.
• Identifies, investigates, and corrects abnormal or inconsistent grant data.
• Maintains accurate, organized records digitally and in print, including deadlines and associated files, passwords, correspondence, and supporting documentation.
• Provides detailed, professional, and timely reports to various sources.
• Maintains confidential records; completes redactions of sensitive content as appropriate.
• Performs other duties as assigned.

Key Performance Indicators:

· Achieve 90 percent billing acceptance rate.

· Maintains 100 percent accuracy in accounts payable entries.

· Maintains 100 percent compliance with grantor regulations.

Education, Skills, and Abilities:

• 2 years of business office experience required, preferably in a nonprofit environment.
• Associate’s degree in accounting or related fields required.
• Knowledge of accrual accounting practices, GAAP, indirect cost rates, and government funding compliance required.
• Computer literate – proficiency in Microsoft Office products, especially Excel, required.
• Experience in financial, payroll, and CRM databases required (Preferably QuickBooks Online).
• Committed to high standards of ethics and confidentiality.
• Exceptional time management and ability to multitask to meet deadlines.
• Strong communication skills, especially writing.
• Analytical and skilled in problem solving.
• Excellent telephone etiquette and customer service skills.

Physical and Special Requirements:

· Possession of a valid driver’s license and clean driving record with ability to occasionally travel to other locations for business reasons.

· Ability to drive a motor vehicle.

· Hiring requirements include a criminal records background check clearance.

· Ability to remain in a stationary position 50-75 percent of the time.

· Ability to move throughout the office to access file cabinets, printers, etc.

· Ability to operate computer and other office machinery.

· Ability to observe details at close range, communicate and exchange accurate information and express oneself so others will understand.

· Ability to move and transport items weighing up to 20 pounds.

All positions at Talbot House Ministries require mandatory ongoing training and every employee is required to be available for all scheduled training. In addition, employee attendance is required at all mandatory staff meetings.

Job Type: Full-time

Pay: $20.00 per hour

Benefits:

• Employee assistance program

Schedule:

• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Accounting: 2 years (Preferred)

Work Location: In person

Salary : $20