Accounts Payable/Receivable Administrator

Haven-For-Hope-of-Bexar-County-1; San Antonio (TX); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Travel reimbursement

Job summary

Haven for Hope seeks an Accounts Payable/Receivable Clerk to manage AP/AR processes, post daily cash activity, and support monthly and year-end closings. The role requires accuracy, independence, and collaboration within a nonprofit setting in San Antonio, TX.

Responsibilities include vendor maintenance, reconciliation tasks, and responding to inquiries. A strong command of Excel and financial systems is essential, with travel within the city occasionally required.

Qualifications

• Minimum High School Diploma or GED.
• 5 years of Accounts Payable and Receivable.
• Non-profit experience preferred.
• Strong Excel skills and financial systems experience.

Responsibilities

• Process accounts payable: input invoices and process checks with proper coding.
• Post lockbox deposits and credit card charges to the financial system daily.
• Assist in collecting accounts receivable and apply cash receipts.
• Support monthly closing with ledger analysis and adjusting entries.
• Assist year-end closing, pull supporting documents for auditors.
• Handle file room, phone/email inquiries, and vendor communications.

Skills

Excel proficiency

Independent worker

Deadline-oriented

Financial systems knowledge

Advanced computer skills

Education

High School Diploma or GED

Tools

Intacct

Job description

SUMMARY.This position reports directly to the CFO and will assist with all phases of fiscal operations. The accounts payable/receivable clerk must be detail oriented and able to handle several projects at the same time, highly organized and a team player. Haven for Hope is a not-for-profit organization whose mission is to save and transform lives with the hopes to end homelessness.ESSENTIAL DUTIES AND RESPONSIBILITIES.1. Processing of accounts payable:Inputting of all invoices into the Fiscal accounting system (Intacct).Processing accounts payable checks and batching with invoices and verifying proper coding and transaction descriptions are included. Ensuring that sufficient documentation supporting the check request such as invoices and receipts are included with the check request. Ensuring that the expenses are recorded in the proper accounting period (i.e. in month that services are incurred (or pre-paid if applicable)Preparing all refund check requests and ensure proper backup to prepare the refund checks.Verifying that all check requests are complete and authorized by the appropriate department directors and signed off by the CFO.Verifying that invoices being processed are not duplicates and payments are made from invoices and not statements.Maintaining vendor information within the accounting system such as current addresses, phone numbers, contacts, EINs and W9s on file. Ensuring annually that the vendor database is reviewed to ensure completeness of informationPreparing Federal Forms 1096 and 1099 on an annual basis.Follow up on any vendor accounts and invoices that are in dispute and report on their status to the controller2. Processing of cash receipts:Posting lockbox deposits from the bank to the Financial System on a daily basis.Posting credit card charges processed to the financial database on daily basis and confirming charges to the credit card holders.Recording of conference registrations and memberships into the Financial System as they are received for the conferences and maintaining the records in Financial System.Recognizing duplicates or overpayments and recording them appropriately.3. Monitoring of Accounts Receivable:Assisting in collecting on the accounts receivable.Applying cash receipts to outstanding accounts receivable, if applicable.4. Assisting with the monthly closing process:Assisting in performing general ledger account analysis for proper adjustments.Performing monthly reconciliations of prepaid expenses, accounts payable and accounts receivable or others upon request of the VP of Finance and posting the adjusting journal entries.5. Assisting with the year-end closing process:Assisting with year-end account analysis, responding to auditor requests such as pulling supporting documentation for selected transactions, approved check requests and copies of checks as needed by the auditor.File room.Handle phone inquiries & email inquiries within the department, pertaining to cash receipts and accounts payable.Develops client relationships (with staff and external customers).Other duties as assigned.EDUCATION.Minimum High School Diploma or GEDEXPERIENCE.5 years of Accounts Payable and Receivable.Preferred non-profit experienceKNOWLEDGE/SKILLS/ABILITIES.Superior computer skillProficiency in ExcelAbility to work independently under deadlinesFinancial System working knowledge preferredCERTIFICATES, LICENSES, REGISTRATIONS.Must have a valid Texas Driver’s License, a good driving record, reliable transportation and proper insurance coverage on automobile used for work. Monthly reimbursement for applicable and documented work related expenditures is provided. Travel within the city and its surrounding areas will be required (if applicable).PHYSICAL DEMANDS.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.WORK ENVIRONMENT.The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.