Accounts Payable Assistant

Lowell Observatory; Flagstaff (AZ); On-site; USD 30,000 - 36,000; Part time

Benefits offered by this job

Sick time accrual

Retirement plan with 5% match

2 paid personal days per year

Job summary

Lowell Observatory is seeking a Part Time Accounts Payable Assistant to support the Finance Department with a focus on payables processing, vendor management, and basic purchasing tasks.

The role requires excellent attention to detail, strong communication, and the ability to work collaboratively in a dynamic campus environment at 7,300 feet. 25–28 hours/week, $22–$26 per hour, DOE, with a pathway to expand responsibilities over time.

Qualifications

• Experience in accounts payable processing.
• Ability to communicate with individuals at all levels.
• Ability to work under pressure and meet deadlines.
• Attention to detail and strong analytical skills.
• Ability to organize and manage administrative tasks.

Responsibilities

• Perform verification and processing of payables via PaperSave.
• Review invoices for mathematical accuracy and completeness.
• Obtain necessary approvals and authorize for payment.
• Post transactions to journals and ledgers; manage vendor payments.
• Handle disbursements (ACH, bank draft, check, wire).
• Process employee travel reports and vendor documentation.

Skills

Accounts payable processing

Excel

Gmail

Google Docs

Vendor portals

Communication

Detail-oriented

Analytical skills

Education

College coursework in accounting or business

College degree preferred

Tools

PaperSave

Financial Edge NXT

Job description

The Accounts Payable Assistant will have a high attention to detail and be able to understand and assist in the entire accounting process.At this time, the primary responsibilities will include managing accounts payables, assisting with cash handling, assist with maintaining bank registers, and handling minimal purchasing activities. Future responsibilities may include assisting with receivables and monthly journal entries. This position requires a strong work ethic and a willingness to perform a wide variety of tasks, work collaboratively with others, prioritize responsibilities, and communicate effectively to meet deadlines. The Accounts Payable Assistant reports to the Controller within the Finance Department.

RESPONSIBILITIES

• Perform verification and processes payables via PaperSave software in a timely manner to meet payment requirements
• Review invoices for mathematical accuracy and completeness
• Verify and acquire necessary approvals to authorize for payment
• Arrange invoices for payment and post transactions to journals, ledgers, and other records
• Handle disbursements to vendors and employees, including ACH, bank draft, check, and wire payments
• Verify and process employee travel reports
• Communicate with vendors for required documentation and maintaining vendors in the financial system
• Lowell Observatory purchasing cards oversight and reconciliation including vendor accounts and commercial credit cards.
• Receive invoices against purchase orders.
• Reconcile donor credit card gifts and donor gift activity against uploads to accounting system.
• Support Controller with recording activity from feeds in accounting system.
• Assist Controller with managing vendor Certificates of Insurance.
• Handle purchasing requests from staff and monitors company-wide supplies.
• Manages Business office credit cards , maintains proper supporting documentation and enters coding in the company’s online credit card system.
• Assists with weekly cash deposit and/or start-up cash
• Monitors postage meter, including loading postage funds as needed & downloading monthly postage report
• Prepare reports and other activities (such as making scans, pulling invoices, etc.) to assist with annual audit, all files are maintained electronically
• All other accounting-related duties as assigned by the Controller

QUALIFICATIONS

• Excellent computer skills: Word, Excel, Gmail, and Google Docs, with basic familiarity navigating various vendor portals
• Accounts payable processing experience
• Ability to communicate and interact with individuals at all levels of the organization
• Ability to work in high pressure environments
• Highly detail-oriented; Strong analytical and problem-solving skills
• Excellent planning, organizational, and administrative skills
• Ability to understand and comply with existing procedures and willing and capable to improve upon them
• Positive and professional attitude

EDUCATION/EXPERIENCE

College coursework in accounting or business, College degree preferred. Experience working in a professional accounting office, preferably in a non-profit.Experience working with Financial Edge NXT and PaperSave software preferred, but will be trained.

WORKING CONDITIONS

This position requires standing, walking, bending, and long periods of sitting at a desk and computer. Speaking and listening in person, phone or video. Navigating our hilly campus at 7,300 feet elevation, sometimes over uneven terrain by foot or vehicle. Lifting up to 20lbs with assistance. Fine motor skills and finger dexterity for cash counting.

The working conditions described here represent those an employee may encounter while performing essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Hours:

25-28 hours per week

Status:

Part Time, Regular

Compensation:

$22 - $26 per hour, DOE

FLSA Classification:

Hourly/Non-exempt

Applications are due on 11/02/2026. Application review will begin on 11/03/2026.

Part Time employees will receive sick time accrual according to AZ state law. After 6 months of employment, part time employees are eligible to participate in a 5% match if they contribute 5% or more to their retirement plan, as well as 2 paid personal days per year.

Employment is subject to passing a background check. Employees in the finance department are subject to a credit check in addition to the background check.