Full-Cycle AP/AR Accountant — Nonprofit Finance

Cades; Swarthmore (Delaware County); On-site; USD 65,000 - 90,000; Full time

Job summary

CADES is seeking an AP/AR Accountant to manage full-cycle accounts payable and receivable, ensuring timely processing of invoices, payments, and reconciliations at the Swarthmore location. The role supports internal controls, month-end close, and audit readiness within a mission-driven environment.

The candidate will oversee vendor records, handle Concur/Emburse systems, and align with policy requirements while delivering accurate financial reporting and strong customer service to agencies.

Qualifications

• Bachelor’s degree in accounting, finance, or business administration.
• Three (3) years’ hands-on accounts payable and receivable or general accounting experience.
• Demonstrated strong knowledge of accounts payable, accounts receivable, general accounting, accrual accounting, internal controls, and financial documentation standards.
• Demonstrated ability to assemble, analyze, and prepare reports and statements of financial data.
• Solid understanding of restricted versus unrestricted funds, grant compliance, and general ledger coding.
• Experience supporting month-end close, audit documentation, vendor management, and accounting software systems.
• Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks to meet deadlines.

Responsibilities

• Oversee and perform full-cycle accounts payable processing including invoice review, coding, approval verification, data entry, payment processing, and filing of supporting documentation.
• Review invoices and check requests for accuracy, appropriate authorization, proper general ledger coding, and compliance with agency policies.
• Process recurring payments, direct debits, ACH transactions, reimbursement requests, and other routine disbursements in a timely and accurate manner.
• Prepare check runs, payment files, check registers, and accounts payable reports for review and approval.
• Maintain accurate accounts payable files, vendor records, supporting documentation, and electronic records in accordance with retention and audit requirements.
• Reconcile statements and general ledger liability balances and assist with month-end close accruals, journal entries, and financial reporting related to unpaid bills.
• As primary user and subject matter resource for MIP accounts payable functions, set up vendors, enter invoices, process payments, run reports, and troubleshoot issues as needed.
• Support the day-to-day operation of Concur invoice and Emburse expense systems with activities including, but not limited to, invoice workflow monitoring, staff reimbursement processing, user support, and coordination of approval workflows.
• Maintain vendor master records, including new vendor set up, updates, W-9 documentation, address changes, banking information, and inactive vendor review.
• Monitor accounts payable activity for duplicate invoices, unusual transactions, missing documentation, and other exceptions that require follow-up.
• Promote compliance with internal controls, segregation of duties, approval requirements, spending policies, and audit standards.
• Reconcile accounts payable subsidiary records to the general ledger and assist in resolving discrepancies.
• Assist with month-end close activities, including accruals, prepaid expense review, invoice cut-off, and analysis of outstanding liabilities.
• Research and resolve vendor inquiries, payment issues, account discrepancies, and outstanding check matters.
• Reconcile AP/AR subledgers to the general ledger and work with team to reconcile AR tie-in issues.
• Reconcile bank to accounting software balances.
• Provide guidance to staff regarding accounts payable procedures, documentation requirements, coding, and payment status.
• Identify opportunities to improve accounts payable workflows, strengthen controls, reduce manual processing, and increase reporting accuracy.
• Communicate professionally with vendors, employees, department leaders, and members of the accounting team.
• Record agency receivables including customer billing – room and board; Community Living Arrangement residential billing; Adult Day Program billing; Infant-Toddler Early Intervention billing.
• Input customer payment into CADES’ fund accounting software.
• Generate monthly statements for external agencies and organizations.
• Receive and book ACH transactions.
• Input required adjusting entries - credit memo.
• Print and file AR batch transaction reports.
• Provide superb customer service to agencies in tracking and collecting past due accounts.
• Receive, code, and scan checks and receipts into bank account(s).
• Receive and confirm currency and coin receipts.
• Maintain and input petty cash fund and replenish as needed.
• Maintain food cards and replenish as needed.
• Process and distribute petty cash and/or food card requests.
• Maintain Excel-based sub-ledger for petty cash, food cards, and outstanding check request receipts.
• Monitor funds and postage meter; replenish as needed.
• Maintain operating account outstanding checks list.
• Resolve uncashed checks older than 180 days.

Skills

Accounts payable

Accounts receivable

General accounting

Internal controls

Financial reporting

Month-end close

Vendor management

Attention to detail

Time management

Teamwork

Microsoft Excel

Pivot tables

SharePoint

Concur

MIP

Emburse

PROMISE

HCSIS

Education

Bachelor’s degree in accounting, finance, or business administration

Tools

Concur

MIP

Emburse

Job description

CADES is seeking an AP/AR Accountant to manage full-cycle accounts payable and receivable, ensuring timely processing of invoices, payments, and reconciliations at the Swarthmore location. The role supports internal controls, month-end close, and audit readiness within a mission-driven environment.

The candidate will oversee vendor records, handle Concur/Emburse systems, and align with policy requirements while delivering accurate financial reporting and strong customer service to agencies.