Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Ministry/Department: Finance

Reports to: Accounting Manager

Status: Full-time, non-exempt

Supervisory Role: No

Objective

This position is responsible for processing, verifying and posting invoices in an accurate and timely manner. The Accounts Payable Specialist also reviews financial information and supports accounting control procedures for The Church of Eleven22®, Hope’s Closet® and The Retreat Center.

Key Responsibilities

• Perform day-to-day activities such as processing, verifying and posting invoices, processing disbursements, auto drafts and other functions for church operations, Hope’s Closet retail and The Retreat Center
• Answer vendor inquiries and reconcile vendor statements
• Process and maintain 1099 statements
• Support month-end close process
  • Ensure all invoices, expense reports and payment requests are processed before the close deadline
  • Assist with accruals for unpaid invoices and expense reports
  • Track and process recurring payments (e.g., rent, utilities) to ensure they are posted within the closing period
  • Review and process employee reimbursement requests for accuracy and completeness
• Resolve accounting discrepancies and irregularities
• Support daily operations of travel and expense accounting
• Assist other team members and accounting projects as necessary
  • Provide guidance on accounts payable software and systems to other team members when needed
  • Assist in year-end financial preparation, ensuring all invoices are accounted for and documented appropriately
• Support accounting controls and procedures
  • Ensure compliance with internal controls related to accounts payable processes (e.g., proper authorization and documentation of payments)
  • Maintain up-to-date documentation for accounts payable procedures and workflows
  • Regularly review vendor accounts for accuracy and correct any discrepancies in the system
  • Implement and support continuous improvement initiatives to streamline payment processes
  • Maintain proper segregation of duties in the accounts payable process to prevent errors and fraud
  • Review and update vendor profiles, ensuring tax forms (e.g., W-9s) and contact information are current
• Support audit fieldwork requests 
  • Provide supporting documentation for accounts payable transactions, including invoices, payment authorizations and vendor contracts
  • Assist in preparing reports or schedules for auditors as needed
  • Respond to auditor inquiries by providing detailed explanations of accounts payable processes and any variances
  • Ensure proper organization of records and supporting documentation for easy retrieval during audits
• Maintain staff confidence and protect operations by keeping financial information confidential and restricted
• Other duties as assigned

Competencies

• Model The Church of Eleven22®’s mission, vision and core values
• Ability to maintain strict confidentiality
• Ability to adapt to change
• Strong proactive communication skills
• Possess strong computer skills, proficient in Microsoft Office programs and have the ability to learn and use new computer software
• High degree of integrity and ability to maintain restricted and confidential data
• Strong communication and interpersonal skills with a customer service focus
• Skillful at building organizational relationships and partnerships and at anticipating needs
• Exceptional organizing abilities and attention to detail
• Excellent problem