Accounts Payable & Expense Specialist

U.S. Naval Academy Foundation; Annapolis (MD); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

403(b) retirement plan with employer 


PTO 22 days + 14 holidays

Job summary

U.S. Naval Academy Alumni Association & Foundation is seeking an Accounts Payable & Expense Specialist to support our financial operations in Annapolis.

You will process invoices, employee expense reports, and vendor payments, ensuring accurate coding and timely processing. The role emphasizes policy compliance, internal controls, confidentiality, and strong customer service as you collaborate with vendors and Class Presidents.

Qualifications

• Minimum one year of accounts payable or related finance experience, preferably nonprofit.
• Familiarity with AP processes, general ledger coding, and employee expense reporting.
• Experience with Blackbaud Financial Edge NXT/BBXP or similar financial systems preferred.
• Proficiency in Microsoft Excel and MS Office applications.

Responsibilities

• Process invoices, expense reports, and vendor payments with proper coding and approvals.
• Review invoices for accuracy, policy compliance, and proper GL/project coding.
• Support weekly AP processing, including check and EFT payment runs.
• Maintain vendor records, including W-9s, ACH/EFT information, and year-end reporting docs.
• Serve as primary contact for invoices, payments, expense reports, and related questions.
• Coordinate class-related invoices with Class Presidents and vendors to resolve questions and ensure timely payment.
• Reconcile AP accounts and prepare correcting or reclassifying journal entries.
• Assist with month-end close, annual audit support, and 1099 reporting.
• Support AP workflows, SOP compliance, and document management.
• Assist with special projects and other duties as assigned.

Skills

Accounts payable

Expense reporting

Vendor payments

Excel

Attention to detail

Communication

Confidentiality

Tools

Blackbaud Financial Edge NXT

BBXP

Concur

Job description

Overview

The Accounts Payable & Expense Specialist supports the financial operations of the Association and Foundation through accurate and timely processing of invoices, employee expense reports, vendor payments, and related accounting activities. This role collaborates with employees, vendors, Class Presidents, and Finance team members to ensure policy compliance, strong internal controls, and responsive service. The ideal candidate is detail-oriented, organized, customer-focused, and able to manage multiple priorities in a fast-paced environment. This is a non-exempt position reporting to the Director, Financial Operations.

Benefits and Compensation

This position offers a competitive salary commensurate with experience. Eligible for the organization\'s annual bonus program (discretionary). Benefits include medical, dental, vision, an FSA, an HSA, a fully-vested 403(b) retirement plan with employer matching, 22 days of accrued paid time off (PTO) per fiscal year, 14 paid holidays per calendar year, group life insurance, short-term & long-term disability, identity theft protection, and opportunities for professional development. Additional benefits may be offered through the Naval Academy near-term facilities and programs.

About the Organization

The U.S. Naval Academy Alumni Association & Foundation is a mission-driven organization dedicated to connecting and supporting alumni and the U.S. Naval Academy community. Our team offices at the Fluegel Alumni Center, 301 King George Street, Annapolis, Maryland. We support alumni engagement, philanthropy, events, communications, operations, and administrative services that strengthen the Naval Academy community. Our culture is guided by integrity, respect, service, teamwork, and growth.

Qualifications

• Minimum one (1) year of accounts payable, accounting, or related finance experience, preferably within a nonprofit environment.
• Working knowledge of accounting principles, accounts payable processes, and employee expense reporting.
• Experience with Blackbaud Financial Edge NXT, BBXP, Concur, or similar financial systems preferred.
• Experience maintaining vendor records and supporting annual audit and 1099 reporting preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent communication and customer service skills, with the ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.

Responsibilities

• Process invoices, employee expense reports, and vendor payments through Blackbaud Financial Edge NXT/BBXP, ensuring appropriate coding, approvals, and supporting documentation are complete.
• Review invoices and expense submissions for accuracy, policy compliance, and proper general ledger and project coding.
• Support weekly accounts payable processing, including check and EFT payment runs, cash requirement reviews, and payment documentation.
• Maintain vendor records, including W-9s, ACH/EFT information, remit-to addresses, and year-end reporting documentation.
• Serve as a primary point of contact for employees and vendors regarding invoices, payments, expense reports, and related questions.
• Coordinate class-related invoices and payment requests with Class Presidents and vendors to resolve questions and ensure timely payment.
• Reconcile AP-related accounts and activity; prepare correcting or reclassifying journal entries as needed.
• Assist with month-end close, annual audit support, and 1099 preparation and reporting.
• Support AP workflows, SOP compliance, process improvements, and document management.
• Assist with special projects and other duties as assigned.

Equal Opportunity Employer. Veterans encouraged to apply.