AP/AR SPECIALIST

Valparaiso YMCA; Valparaiso (IN); On-site; USD 2,046,000 - 2,914,000; Full time

Benefits offered by this job

Free Y Membership

Discounted family membership

Child Watch hours available free of ch

Job summary

The Valparaiso YMCA is seeking an Accounts Payable & Receivable Specialist to join the Finance team. This full-time role handles vendor invoices, payments, purchasing, and daily cash management in support of our community programs.

You will maintain records in our financial software, prepare checks and deposits, manage childcare billing, and help ensure accurate financial reporting while upholding YMCA policies.

Qualifications

• High school diploma or equivalent required.
• Associate degree or higher in Accounting, Finance or Business preferred.
• Prior experience in accounts payable/receivable, purchasing and billing, general business office, or related experience.

Responsibilities

• Manage accounts payable function and process from start to finish.
• Maintain and vendor records in financial software to ensure completeness and compliance with YMCA policies.
• Process vendor invoices including coding invoices, distributing for approval, reviewing for proper approval and preparation of accounts payable checks.
• General ledger account processing including but not limited to accounts payable transaction balancing, general ledger-journal entries and posting to the proper accounting period.
• Manage EFT/ACH payments with vendors and coordinate with bank and Staff Accountant on processing and reviewing payments.
• Perform procurement and purchasing functions for departments; coordinate with departments on purchasing credit card purchases; manage YPG relationship and purchasing.
• Manage YMCA Amazon and vendor credit card accounts.
• Coordinate tax related accounts payable functions including W-9 forms and Indiana sales tax exemption certificates.
• Manage administration office supply room inventory including monitoring inventory, ordering additional supplies when needed and processing department supply orders.
• Maintain responsive and cooperative relationship with accounts payable vendors.
• Supervise daily cash balancing/shift close out function for MSL cash drawers.
• Review and verify MSL daily cash drawers as well as cash in safe; resolve variances with Membership.
• Prepare daily bank deposit for cash and checks; coordinate delivery of deposit to bank.
• Manage childcare billing function; monitor financial status of childcare programs and member accounts.
• Process periodic childcare billing including billing, posting of payments and credits to member accounts and posting of CCDF grant revenue; assist parents with CCDF accounts.
• Pursue collection of unpaid childcare bills; contact parents to discuss and remedy.
• Oversee vending machine transactions.
• Perform out of office errands including bank, post office and supply vendors.
• Assist with projects assigned by Director of Finance and in working with other departments.
• Accepts additional assignments as deemed appropriate, within the scope of the job description.
• Follows YMCA policies and procedures; responds to emergency situations. Obtain and maintain required training(s).
• Performs other duties as assigned.

Skills

Accounts payable

Accounts receivable

Vendor management

MS Office

Communication skills

Education

High school diploma

Associate degree in Accounting

Tools

Financial software

MS Excel

Job description

POSITION SUMMARY:

The Accounts Payable & Receivable Specialist supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living, and social responsibility. This full-time position supports the Finance team of the organization, including general account payable and receivables, procurement and purchasing, oversight of cash balances and deposits, other financial transactions.

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger, beginning with you.

BENEFITS:

Free Y Membership, including Family Membership

Discounted family membership

Child Watch hours available free of charge

ESSENTIAL FUNCTIONS:

• Manage accounts payable function and process from start to finish.
• Maintain and vendor records in financial software to ensure completeness and compliance with YMCA policies.
• Process vendor invoices including coding invoices, distributing for approval, reviewing for proper approval and preparation of accounts payable checks.
• General ledger account processing including but not limited to accounts payable transaction balancing, general ledger-journal entries and posting to the proper accounting period.
• Manage EFT/ACH payments with vendors and coordinate with bank and Staff Accountant on processing and reviewing payments.
• Perform procurement and purchasing functions for departments; coordinate with departments on purchasing credit card purchases; manage YPG relationship and purchasing.
• Manage YMCA Amazon and vendor credit card accounts.
• Coordinate tax related accounts payable functions including W-9 forms and Indiana sales tax exemption certificates.
• Manage administration office supply room inventory including monitoring inventory, ordering additional supplies when needed and processing department supply orders.
• Maintain responsive and cooperative relationship with accounts payable vendors.
• Supervise daily cash balancing/shift close out function for MSL cash drawers.
• Review and verify MSL daily cash drawers as well as cash in safe; resolve variances with Membership.
• Prepare daily bank deposit for cash and checks; coordinate delivery of deposit to bank.
• Manage childcare billing function; monitor financial status of childcare programs and member accounts.
• Process periodic childcare billing including billing, posting of payments and credits to member accounts and posting of CCDF grant revenue; assist parents with CCDF accounts.
• Pursue collection of unpaid childcare bills; contact parents to discuss and remedy.
• Oversee vending machine transactions.
• Perform out of office errands including bank, post office and supply vendors.
• Assist with projects assigned by Director of Finance and in working with other departments.
• Accepts additional assignments as deemed appropriate, within the scope of the job description.
• Follows YMCA policies and procedures; responds to emergency situations. Obtain and maintain required training(s).
• Performs other duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent required.
• Associate degree or higher in Accounting, Finance or Business preferred.
• Prior experience in accounts receivable/payable, purchasing and billing, general business office, or related experience.
• Knowledge of financial system software, MS Office, including Word, Excel, and Outlook.
• Exceptional people management skills. Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Strong communication skills in writing, speaking, and presenting.
• Ability to be a team player and collaborate with multiple levels of the organization.
• Ability to manage competing priorities and work independently required.
• Ability to work with confidential matters required.
• Strong attention to detail and accuracy.

SALARY:

Minimum starting rate of $18 an hour

Starting rate based on experience

SCHEDULE:

Full-time

Days

WORK ENVIRONMENT & 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 disability to perform the essential functions.

• Physical ability and stamina to perform the duties as outlined above, including but not limited to extended periods of sitting, standing, and walking, bending, stooping, reaching, lifting, and carrying up to 30 pounds.
• Extended periods of time working at PC and/or laptop, often with repetitive keyboarding movement.
• Outside building travel required.

YMCA COMPETENCIES (Team Leader):

Mission Advancement: Models and teaches the Ys values. Ensures a high level of service with a commitment to changing lives. Provides volunteers with orientation, training, development, and recognition.

Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Provides staff with feedback, coaching, guidance and support.

Operational Effectiveness: Provides others with frameworks for making decisions. Conducts prototypes to support the launching of programs and activities. Develops plans and manages best practices through engagement of team. Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Shares new insights. Facilitates change. Model’s adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well. Uses best practices and demonstrates up-to-date knowledge and skills in technology.