Accounts Payable/Accounts Receivable Specialist

Apscareerportal; Dallas (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

UPPERROOM is seeking an AP/AR Specialist for a full-time, in-person role in Dallas. You will manage accounts payable and receivable, vendor setup, and annual 1099s while coordinating with staff and the accounting firm to ensure accurate financial records.

You will maintain giving records, respond to donor inquiries, and support month-end close and audits, upholding strong internal controls and data integrity.

Qualifications

• 1–3 years of accounts payable/receivable or bookkeeping experience preferred.
• Accounting or related financial experience preferred.
• Experience with Sage Intacct and Ramp is a plus.

Responsibilities

• Oversee accounts payable function: coding, data entry, invoice processing, and payments via checks, ACH and Ramp.
• Review bills submitted through Ramp by staff; provide approvals, coding corrections, and documentation.
• Maintain vendor records, W-9s/W-8s, nonprofit verification, and annual 1099s.
• Oversee accounts receivable, donor records, and giving statements; resolve discrepancies.
• Support month-end/EOY close and auditor requests; ensure internal controls.

Skills

Attention to detail

Organizational skills

Discretion

Communication

Education

Accounting experience preferred

Tools

Sage Intacct

Ramp

Excel

Job description

OVERVIEW

This is a full-time, in-person position. The AP/AR Specialist is responsible for overseeing the organization’s accounts payable and accounts receivable processes, ensuring that payments, expenses, contributions, and financial records are processed accurately and timely. This role serves as a key point of connection between staff, vendors, donors, ministry leaders, and the organization’s external accounting firm. The ideal candidate is highly organized, detail-oriented, service-minded, and able to steward financial information with accuracy, discretion, and integrity.

JOB RESPONSIBILITIES

Accounts Payable

• Manage daily accounts payable functions, including coding, data entry, invoice processing, and payment processing via checks, ACH, Ramp, and other approved payment methods.
• Manage recurring and auto-pay bills and ensure payments are made accurately and on time.
• Review bills submitted through Ramp by non-accounting staff, including approval, feedback, coding corrections, and supporting documentation.
• Process approved payments outside of Ramp when necessary.
• Gather, organize, and maintain supporting documentation in accordance with organizational policies and audit requirements, including contracts, legal documents, invoices, approvals, and payment receipts.
• Manage vendor setup and maintenance, ensuring vendor information is accurate and complete.
• Collect and maintain appropriate vendor documentation, including W-9s, W-8s, nonprofit verification, and other required tax documentation.
• Assist staff with vendor relationships and payment questions as necessary.
• Prepare and issue annual 1099s and maintain appropriate electronic records.
• Provide monthly reconciliation support through transaction reviews and research.
• Monitor outstanding bills, payment deadlines, duplicate payments, credits, and other discrepancies and proactively resolve issues.
• Help maintain appropriate internal controls and separation of duties within the accounts payable process.

Accounts Receivable and Giving

• Oversee the organization’s accounts receivable process and ensure incoming funds are accurately identified and recorded.
• Answer general inquiries from staff and donors regarding incoming funds, payments, and contributions.
• Provide bank and deposit documentation to the accounting firm as needed.
• Maintain the organization’s giving software and contribution records.
• Facilitate setup and implementation of new giving initiatives and giving methods.
• Prepare and issue annual giving statements.
• Research and resolve unidentified deposits, contribution discrepancies, refunds, chargebacks, and other receivable issues.
• Assist with maintaining accurate donor records while protecting confidential donor and financial information.
• Coordinate with ministry departments and the accounting firm to ensure revenue is recorded in the appropriate entity, department, fund, or program.
• Oversee EOY giving.

Finance Operations

• Train new hires on applicable Finance policies, procedures, and systems.
• Administer Ramp, including troubleshooting, policy implementation, user setup and removal, card and spending controls, and approval workflows.
• Administer Ramp fund requests and assist staff with expense and purchasing processes.
• File and pay applicable sales taxes monthly with the Texas Comptroller.
• Collaborate with the accounting firm to establish new payment platforms, financial software, and integrations, including giving platforms, Brightwheel, and other systems.
• Support the weekly cash-counting process.
• Manage organizational subscriptions, including setup, payment methods, renewals, and cancellations.
• Help maintain accurate coding across departments, funds, locations, projects, and entities.
• Assist with month-end and year-end close by providing documentation, answering transaction questions, and resolving outstanding items requested by the accounting firm.
• Support annual audit preparation by gathering documentation, responding to requests, and maintaining organized financial records.
• Identify opportunities to improve financial workflows, documentation, and systems while maintaining appropriate controls.

Administrative Support

• Maintain legal and organizational files received through mail and other sources.
• Review and update W-9s and sales tax exemption documentation as needed.
• Assist with corporate insurance renewals.
• Manage insurance coverage changes throughout the year, request certificates of insurance (COIs), and maintain organized insurance documentation.
• Maintain organized digital financial records according to the organization’s document retention practices.
• Monitor Finance-related inboxes and requests and ensure questions and tasks are addressed or routed appropriately.

EDUCATION & EXPERIENCE

• 1–3 years of accounts payable, accounts receivable, bookkeeping, or general accounting experience preferred.
• Accounting or related financial experience preferred.
• Experience with Sage Intacct and Ramp is a plus.
• Proficient in data entry, financial recordkeeping, and document management.
• Experience working with Microsoft Excel and/or Google Sheets.
• Experience working in a nonprofit, church, or ministry environment is a plus but not required.
• Familiarity with contribution management, donor records, and nonprofit accounting practices is a plus.

SKILLS & COMPETENCIES

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational skills with the ability to manage multiple recurring deadlines and priorities.
• Ability to identify discrepancies and proactively research and resolve problems.
• Strong written and verbal communication skills.
• Comfortable learning and administering financial software and technology.
• Ability to work collaboratively with staff who have varying levels of financial knowledge.
• High degree of discretion and ability to maintain confidentiality regarding financial, donor, employee, and benevolence information.
• Service-oriented approach to supporting staff, vendors, donors, and ministry leaders
• Dependable follow-through and ownership of responsibilities from initiation through completion.

MINISTRY & CULTURE

• Demonstrates alignment with UPPERROOM’s mission, values, and culture.
• Approaches financial administration as an act of stewardship and service to the ministry.
• Demonstrates integrity, humility, discretion, and a willingness to serve others.
• Works collaboratively across departments and contributes positively to the overall health and culture of the staff.
• Participates in the spiritual life and rhythms of the organization as appropriate for the role.