Account Payable Specialist - Association Offcice

YMCA of Silicon Valley; San Jose (CA); Hybrid; USD 48,000 - 55,000; Full time

Job summary

YMCA of Silicon Valley is seeking an Accounts Payable Specialist for the Association Office in San Jose. You will process invoices, coordinate payments, and maintain AP records across branches, ensuring accuracy and timely processing.

You will support monthly and year-end close, provide AP reports to leadership, and assist with audits and IRS-related filings while upholding nonprofit accounting standards.

Qualifications

• Associate's degree preferred or equivalent experience.
• Two years' experience with accounts payable systems and general ledger.
• Experience working independently with minimal supervision.
• Proficient in Excel, Word, Outlook and Teams; strong spreadsheets and word processing.

Responsibilities

• Process invoices for payment and audit check requests and POs.
• Input vendor and expense data in AP system and reconcile issues.
• Coordinate AP check runs and maintain AP files and ledgers.
• Balance AP GL at month end and maintain W-9s for vendors.
• Support monthly/year-end close and provide AP analysis to leadership.
• Assist with audits, Form 990 filings, and internal controls.

Skills

Accounts payable

General ledger

Microsoft Excel

Microsoft Word

Communication skills

Education

Associate degree

Tools

Microsoft Excel

Microsoft Word

Outlook

Teams

Job description

Account Payable Specialist - Association Offcice

#AO-3257

San Jose, California, United States

Requisition Number

AO-3257

Location

B- Association Office-0100

Full-Time/Part-Time

Full-time

Description

The Accounts Payable Specialist is responsible for the accurate and timely processing of the YMCA's invoices for all branch locations and program sites. The position will support the accounting department by performing accounts payables related activities daily, preparing check deposits, and assisting with other finance activities, while maintaining strong internal accounting policies, procedures and internal controls.

SALARY RANGE: $35.00 - $40.00/hour

ESSENTIAL FUNCTIONS:

Accounts Payable Functions

• Processes invoices for payment. Audits check requests and purchase orders for completeness and make corrections as necessary.
• Inputs vendor and expense distribution data in the accounts payable system.
• Coordinates accounts payable check runs upon approval. Files appropriate documentation and maintains accounts payable files.
• Voids checks and credits appropriate accounts as needed.
• Works with vendors and staff to resolve invoice discrepancies. Reviews vendor statements for past due invoices and work with vendors and branches to keep accounts current.
• Records cleared accounts payable checks in the accounting system.
• Balances Account Payables General Ledger at month end.
• Maintains W-9 information for all vendors and assists in the preparation of annual 1099 forms for IRS.
• Maintains responsive and cooperative relationships with vendors and YMCA branches regarding accounts payable/journal entry matters.

Financial Operations Support

• Assist with monthly and year-end close processes, including preparation of account reconciliations and supporting schedules.
• Provide financial reports and AP expense analysis to department leadership.
• Support internal controls and ensure compliance with financial policies and procedures.
• Assist with maintaining accounting systems and process improvements.

Audit, Tax, and Regulatory Support

• Assist the Controller, Accounting Manager and external auditors with annual financial statement audits and compliance reviews.
• Provide AP documentation and reconciliation schedules for audit and tax reporting.
• Support preparation of information required for the YMCA's Form 990 and other regulatory filings.
• Identify opportunities to improve Accounts Payable efficiency, reporting, and internal controls.
• Assist with implementation and enhancement of financial systems.
• Maintain up-to-date knowledge of nonprofit accounting practices.

Requirements

Experience:

• Associate's degree preferred or equivalent experience.
• Strong knowledge and at least two years' experience with accounts payable systems and processes along with general ledger and accounting functions is required.
• Experience working independently with minimal supervision.
• Proficient in use of Microsoft Excel, Word, Outlook, and Teams. Strong knowledge of spreadsheets and word processing.

Knowledge and Skills:

• Strong knowledge of accounts payable processes including Purchase Order procurement.
• Understanding of general ledger accounting.
• Proficient in use of Microsoft Excel, Word, Outlook, and Teams. Strong knowledge of spreadsheets and word processing.
• Strong attention to detail.
• Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a fast-paced environment.
• Excellent interpersonal and communication skills with the ability to work effectively across departments.

Collaboration: Creates sustainable relationships within the Y and with other organizations in service to the community.

Communication & Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y's cause.

Inclusion: Values all people for their unique talents and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence.

Critical Thinking & Decision Making: Makes informed decisions based on logic, data, and sound judgement.

Fiscal Management: Manages the Y's resources responsibly and sustains the Y's nonprofit business model.

Functional Expertise: Executes superior technical skills for the role.

Developing Self & Others: Develops self and supports others (e.g.: staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential.

Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations.

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