INTRODUCTION:
Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of
service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements.
BENEFITS:
Volunteers of America Mid-States, offers a rich and robust benefits package the supports a healthy work life balance, which include the following:
Health and Wellness
Employee Assistance Plans (EAP)
Health and Wellness Program
Medical Coverage
Dental Coverage
Vision Coverage
Flexible Spending Account
Health Spending Account
Short Term Disability
MetLife Legal Plans
Financial Wellbeing
Competitive Compensation Packages
Life Insurance (company paid)
403b retirement plan with company fund matching
Employee discounts
*Loan forgiveness options through federal programs
(National Health Corp & Public Service Loan Forgiveness)
*All company paid benefits and paid time off effective day one
Work Culture
Commitment Committee
Justice Committee
Integrity Committee
Compassion Committee
Retention Committee
Training & Development
VOA LEAD Program- Leadership Development Program
VOA University - Staff Development
VOA Academy - Clinical Training and Development
JOB SUMMARY:
The Accounting Specialist is primarily responsible for the accurate, timely, and compliant processing of accounts payable, including invoice review, vendor maintenance, payment preparation, approvals, and resolution of payment issues. The position also supports general accounting controls and works closely with Grant Finance Administration to retrieve, organize, and track documentation required for grant reimbursements, reporting, monitoring, and audits.
QUALIFICATIONS:
- Education: Bachelor's degree in Accounting, Finance, or a related business field preferred; an Associate's degree with relevant accounts payable experience may be considered.
- Experience: Minimum of 2–3 years of accounts payable processing experience, including invoice review, vendor inquiries, payment tracking, and use of accounting systems.
- Technical Competency: Strong knowledge of accounts payable workflows and Microsoft Office, particularly Excel; experience with Microsoft Dynamics GP (Great Plains), DocLink, and Amazon Business preferred.
- Core Capabilities: Absolute precision when managing multi-column numerical sheets, high-volume data points, and confidential corporate records.
- Interpersonal Skills: Refined verbal and written communication mechanics tailored for effective conflict mitigation and relationship building across external vendors and regional teams.
PRIMARY RESPONSIBILITIES:
Accounts Payable Management is the primary focus of this position. The role supports the full accounts payable cycle, ensures payments are properly authorized and documented, maintains accurate vendor and payment records, and coordinates grant documentation requests alongside other assigned accounting duties.
ACCOUNTS PAYABLE MANAGEMENT
- Manage day-to-day accounts payable processing, including receipt, review, coding, entry, and tracking of vendor invoices and payment requests.
- Verify invoice accuracy, supporting documentation, correct vendor information, department and account coding, and required management approvals before processing.
- Maintain and monitor recurring invoices and payment schedules to help ensure timely payment of ongoing obligations.
- Research and resolve vendor inquiries, invoice discrepancies, duplicate billings, missing payments, and outstanding account balances.
- Maintain controls over check stock, check processing, and payment documentation; coordinate replenishment of secure check supplies.
- Review and route financial mail, invoices, and payment-related correspondence to the appropriate staff for action or approval.
- Maintain confidentiality and accurate audit trails for vendor records, invoices, payment approvals, and financial transactions.
- Monitor invoices through approval workflows in DocLink and follow up on delayed, rejected, or incomplete submissions.
- Enter, review, and research accounts payable transactions in Microsoft Dynamics GP (Great Plains), ensuring accurate vendor and general ledger coding.
- Prepare and coordinate approved check, ACH/EFT, and other vendor payments according to established payment schedules and internal controls.
- Assist with check runs, payment confirmations, remittance information, and requests for copies of cleared checks or payment records.
- Maintain vendor records and coordinate new vendor setup or updates, including required payment and tax documentation.
- Reconcile vendor statements and research unpaid invoices, credits, payment application issues, and aged payable balances.
- Track outstanding invoices and payment deadlines; communicate urgent items and potential late-payment issues to Finance leadership.
- Coordinate with internal departments to obtain missing invoices, receipts, purchase documentation, and approvals.
- Support month-end accounts payable review by researching open items, verifying transaction records, and providing requested schedules.
- Identify process improvements that strengthen invoice tracking, payment accuracy, vendor communication, and compliance with approval requirements.
GENERAL ACCOUNTING, COMPLIANCE & CONTROLS
- Perform detailed balance sheet account reconciliations across specified sub-ledgers on a monthly, quarterly, or annual timeline.
- Support comprehensive annual audit actions by building assigned audit schedules, data samples, and structural compliance logs.
- Audit workflows to identify vulnerabilities in internal controls, collaborating with the Controller to deploy alternate compensating safeguards.
- Drive continuous process improvements designed to compress documentation workflows and improve processing efficiency.
- Fulfill Performance Quality Improvement (PQI) tasks as defined by active executive steering structures and the internal PQI Committee.
GRANT DOCUMENTATION & GRANT FINANCE ADMINISTRATION SUPPORT
- Work closely with Grant Finance Administration to identify and gather supporting documentation needed for grant reimbursement requests, reporting, monitoring, and audits
- Retrieve invoices, receipts, payment records, transaction details, and supporting documentation from DocLink and Microsoft Dynamics GP (Great Plains).
- Access Amazon Business to locate order details, invoices, receipts, and purchasing records related to grant expenditures.
- Coordinate with Payroll and program staff to obtain payroll records and other grant-related supporting documentation as needed.
- Compile and organize documentation packages; check that records are complete and correspond to the expenses being reported.
- Maintain organized electronic grant files and a tracking log of documentation requested, received, outstanding, and completed.
- Research missing or incomplete records, follow up with appropriate departments, and communicate outstanding items and deadlines to Grant Finance Administration.
- Retrieve historical documentation and assist with requests associated with grant monitoring, audits, and funding agency reviews.
- Maintain confidentiality and follow organizational records retention and grant documentation requirements.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.