Accounts Payable Specialist

Alfond Youth & Community Center; Waterville (ME); On-site; USD 28,000 - 39,000; Part time

Job summary

Alfond Youth & Community Center in Waterville, ME seeks an Accounts Payable Specialist to ensure accurate processing of vendor invoices, reimbursements, and payments. You will work with staff and vendors to maintain timely payments and reliable financial records.

The role requires attention to detail, ability to manage multiple tasks in a fast-paced environment, and proficiency with MS Office and accounting software. Part-time, 15-20 hours/week with flexible hours during business days.

Qualifications

• Associates degree preferred or equivalent combinations of education and experience.
• Knowledge of Microsoft Word, Excel, PowerPoint, Adobe, and Outlook (advanced preferred).
• Minimum two years' experience with computerized accounting software; QuickBooks Online preferred.

Responsibilities

• Receive, verify vendor invoices, check requests, and employee reimbursements for accuracy.
• Record transactions in the general ledger and sub-ledgers with correct accounts and tagging.
• Prepare weekly check runs and process ACH and other electronic payments.
• Reconcile vendor statements and AP sub-ledger with the general ledger.
• Review and reconcile credit card statements; ensure receipts and approvals are documented.
• Maintain vendor records, W-9s, contact/payments information, and related contracts.
• Assist with month-end close, accruals, and 1099 preparation.
• Respond to vendor and staff inquiries regarding invoice status.

Skills

Attention to detail

Multi-tasking

Problem-solving

Confidentiality

Team player

Computer literacy

Education

Associate degree (related field)

Equivalent education/experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Adobe

Job description

We are seeking a detail-oriented, organized, and dependable Accounts Payable Specialist to join our finance team. This position plays an important role in maintaining the accuracy and integrity of our financial operations by ensuring vendor invoices, employee reimbursements, and payment transactions are processed accurately and efficiently.

The ideal candidate is a proactive problem-solver with strong accounting skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This individual will work collaboratively with staff, vendors, and other members of the finance team to support timely payments, accurate financial reporting, and compliance with organizational policies and procedures.

Essential Functions

• Receive, review, verify vendor invoices, check requests, and employee expense reimbursements for accuracy, proper approvals, and supporting documentation.
• Record all expense transactions in the general ledger and sub-ledgers with correct account, class, and restriction tagging (restricted vs. unrestricted funds).
• Prepare weekly check runs and process ACH and other electronic payments in accordance with approved payment schedules and policies.
• Reconcile vendor statements and the accounts payable sub-ledger to the general ledger, and research and resolve discrepancies.
• Review and reconcile organizational credit card statements, ensuring receipts and approvals are documented.
• Maintain vendor records, including W-9s, contact and payment information, and related contracts.
• Assist with month-end close, expense accruals, and annual 1099 preparation.
• Respond to vendor and staff inquiries regarding invoice and payment status.

Skills & Competencies

• Proven ability to complete accounting transactions with accuracy and attention to detail.
• Flexibility to operate in a fast-paced environment.
• Ability to manage multiple projects and shift priorities as needed.
• Create and/or maintain physical and electronic filing systems.
• Strong critical thinking and problem-solving skills.
• Strong computer literacy including spreadsheet/database programs.
• Ability to work independently and as a team member.
• Ability to maintain confidentiality.

REQUIRED KNOWLEDGE/EDUCATION/CERTIFICATION

• Associates degree in related field preferred or equivalent combinations of relevant education and experience will be considered.
• Knowledge of Microsoft Word, Excel, PowerPoint, Adobe, and Outlook (advanced knowledge preferred).

Experience

• Minimum of at least two years’ experience with computerized accounting software (preference given to QuickBooks Online).
• Accounts payable, vendor relations, or customer service experience.

WORK SCHEDULE:

Part-time, 15-20 hours per week; Flexible with most work hours to be performed Monday through Friday during business hours.