Accounts Payable Specialist

Gateway Church; United States; On-site; USD 52,000 - 78,000; Full time

Job summary

Gateway Church seeks an experienced Accounts Payable professional to manage invoices, reimbursements, and mission disbursements. You will route items for approvals, ensure proper coding, and maintain accurate payment records across checks, ACHs, and electronic payments.

You will support vendor onboarding, W-9 documentation, and annual 1099 preparation coordination, while upholding internal controls and fraud prevention across the accounts payable process.

Qualifications

• Experience processing vendor invoices, employee reimbursements, and various payments.
• Familiar with W-9 handling and annual 1099 preparation by a third party.
• Demonstrated focus on strong internal controls and accurate coding and approvals.

Responsibilities

• Route transactions through the ApprovalMax workflow and follow up on missing information or delays.
• Schedule approved invoices for payment and maintain records of checks, ACHs, and electronic payments.
• Oversee missions disbursements, gifts, and approved funding sources with the global department coordinator.
• Conduct internal audits of reimbursements and receipts to ensure proper documentation and approvals.

Skills

Accounts payable

Vendor management

Internal controls

Auditing

Attention to detail

Tools

ApprovalMax

W-9 forms

1099 preparation

Job description

• Receives, reviews, codes, and processes vendor invoices, employee reimbursements, contractor payments, and other payment requests, confirming documentation, business or ministry purpose, and required approvals.
• Routes transactions through the appropriate ApprovalMax workflow, monitors them through approval, and follows up on missing information, coding questions, or delayed approvals.
• Schedules approved invoices for payment and assists with payment runs; maintains accurate records of checks, ACH transactions, electronic payments, credits, refunds, and voided payments.
• Works with the global department’s coordinator, and helps oversee recurring and special missions disbursements, missionary support, and designated missions gifts, maintaining a current disbursement schedule and verifying approved funding sources and authorizations.
• Works with the global department’s coordinator and helps track missions payments against approved commitments and budgets, prepares periodic missions reports, and notifies leadership of expiring commitments, changes in payment instructions, or insufficient designated funds.
• Serves as the organization-wide ApprovalMax support contact, training employees, maintaining user guides, monitoring dashboards for stalled or incomplete transactions, and coordinating workflow and user access changes.
• Administers vendor onboarding and tax documentation, obtains Forms W-9, verifies changes to payment or banking instructions, and supports annual Form 1099 preparation done by a third party.
• Conduct periodic internal audits to review employee reimbursement and credit card documentation for receipts, business purpose, coding, and approval, and follows up on outstanding documentation. It is the manager’s responsibility to review these items for every transaction.
• Maintains internal controls and separation of duties, does not release payments without required approvals, and immediately reports suspected fraudulent invoices, altered payment instructions, or phishing attempts.
• Researches duplicate invoices, overpayments, unapplied credits, and vendor discrepancies, and reconciles vendor statements to accounts payable records.
• Submits complete accounts payable and missions documentation to the outsourced accounting firm by established deadlines and supports month-end, year-end, and audit requests.
• Performs other duties as assigned.

At Gateway, we’re all about people. We’re all about people because God is all about people. One of the ways we express our love for Him is through our love for people, and we do that by helping each person who comes to Gateway grow in their relationship with the Lord. It begins with our vision to see people saved, healed, set free, discipled, equipped, empowered, and serving. Everything we do revolves around those seven things. And it all starts with our weekend services. We meet in many locations in the United States, and you can always join us online. Gateway Church does not discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic protected by law as it applies to churches. However, Gateway Church does discriminate on the basis of religion.

Employment Requirement: All Staff must be a member or become a member of Gateway Church upon employment.