Accounts Payable & Procurement Specialist

About the role

The Accounts Payable and Procurement Specialist is responsible for managing the end-to-end procurement and payment process, ensuring seamless, efficient operations. This position is tasked with identifying and evaluating vendors, preparing and issuing purchase orders, and performing thorough invoice verification using the "three-way match" process. The specialist is accountable for processing prompt and accurate payments while rigorously adhering to internal controls, grant requirements, and all relevant nonprofit and uniform guidance regulations. Reporting directly to the Director of Accounts Payable and Procurement, this role collaborates cross-functionally with department leaders and teams across the organization to foster a streamlined, coordinated procurement process.

What you'll do

• Procurement & Sourcing
• •  Identifies and evaluates potential vendors by obtaining multiple competitive quotes and thoroughly comparing pricing, quality, and service. This ensures the organization consistently selects suppliers that offer the most cost-effective and reliable solutions, optimizing both value and performance.
  • Oversee all phases of the Purchase Order (PO) process, from initial creation and submission to internal approval routing and ongoing status tracking. Maintains clear records and communications to facilitate timely procurement and ensure all purchases are properly authorized and documented.
  • Manages the onboarding of new vendors by collecting required documentation, such as W-9s, verifying Federal ID numbers, and ensuring all information is accurately entered into and maintained in the A/P software and accounting system.
• Accounts Payable
• • Process invoices using the three-way matching technique, as applicable, with assistance from other departments, ensuring each invoice corresponds to an approved purchase order and a verified receipt of goods or services.
  • Code all invoices to the appropriate general ledger accounts, allocating expenses to the correct programs, departments, or restricted grant funds, ensuring accurate financial reporting and compliance with grant and organizational requirements.
  • Executes weekly payment runs using various methods—including ACH, Wire transfer, or checks (as applicable), ensuring timely and accurate disbursement of funds to vendors and service providers, while adhering to internal controls and payment policies.
• Compliance & Reporting
• • Assist with the annual 1099-NEC/MISC reporting process for contractors, ensuring accurate collection and submission of tax information in compliance with IRS regulations. Maintains detailed records to facilitate timely and error-free reporting.
  • Assist in the organization’s annual financial audits by maintaining organized, audit-ready documentation of all procurement and payment activities. Supports the audit process by promptly responding to auditor requests and ensuring all records are complete and compliant.
• Performs other duties as assigned and needed.

Qualifications

• Education: Bachelor’s degree in accounting, Finance, or Business Administration preferred.
• Experience: 3+ years of experience in full-cycle AP and/or purchasing; nonprofit experience is highly preferred to handle fund accounting.
• Software Skills: Proficiency in ERP systems (e.g., Sage Intacct, NetSuite, or QuickBooks) and advanced Excel skills preferred (VLOOKUPs, pivot tables).
• Exceptional attention to detail, negotiation abilities, and professional communication are needed to resolve vendor disputes
• Ability to work independently
• Excellent organizational skills and attention to detail
• Demonstrated passion for serving and helping young people