Accounts Payable Specialist

Description:

Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Classification: Full-Time – Non-Exempt

Reports To: Finance Leadership

Location: In-Office – Waite Park, MN

Pay Rate:  

Summary: 

The Accounts Payable Specialist supports the daily financial operations of ConnectAbility of MN with primary responsibility for Accounts Payable and related financial processing. This role ensures invoices, payments, deposits, reconciliations, and financial records are completed accurately and on time. The Accounts Payable Specialist works independently on routine tasks while collaborating closely with the Chief Financial Officer, Billing team, and leadership to maintain accurate financial records and support month-end, year-end, and audit processes.

Key Responsibilities:

Accounts Payable Processing

• Process all accounts payable for the organization, including reviewing, verifying, coding, and posting invoices.
• Match invoices with supporting documentation and approvals prior to payment.
• Prepare and release payments via ACH, bill pay, or other approved methods.
• Apply appropriate judgment when reviewing invoices and escalate exceptions as needed.
• Support special payment handling for subcontractors using designated escrow processes, as applicable.

Vendor Management

• Serve as a primary point of contact for vendor payment inquiries.
• Communicate directly with vendors regarding payment status, timing, and discrepancies.
• Investigate discrepancies and resolve routine issues; escalate complex issues when appropriate.
• Process W-9s for new vendors already onboarded through organizational processes.
• Issue 1099s for vendors at year-end

General Ledger Management

• Post accounts payable transactions and related journal entries in QuickBooks Online.
• Maintain accurate coding using the organization’s chart of accounts.
• Identify, correct, and document miscoding or posting errors.
• Support accurate and timely financial recordkeeping.

Reconciliations & Close Support

• Complete monthly bank and credit card reconciliations.
• Investigate and resolve discrepancies in collaboration with the Controller.
• Participate in month-end and year-end close processes, including reconciling accounts and finalizing records.

Deposits & Cash Handling

• Prepare and process bank deposits.
• Ensure deposits are recorded accurately and in accordance with internal procedures.

Audit & Compliance Support

• Maintain organized documentation for invoices, payments, deposits, and reconciliations.
• Pull documentation and respond to auditor questions as requested.
• Support audit readiness through consistent documentation and accurate recordkeeping.

Systems & Collaboration

• Use QuickBooks Online, Excel, SharePoint, Outlook, and limited Salesforce functions as part of daily work.
• Collaborate regularly with the Billing team and leadership to ensure financial accuracy and alignment.

Other Duties as Assigned

• Perform other duties as assigned to support billing operations and organizational needs.

Benefits:

ConnectAbility of MN offers a comprehensive benefits package designed to support the well-being, work-life balance, and long-term financial health of our team members. Benefits include:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company match
• 15 paid holidays (13 set holidays and 2 floating holidays)
• Vacation time accrued at 12 days per year
• 16 Hours of paid Volunteer Time annually
• Minnesota Earned Sick and Safe Time (ESST), in accordance with state requirements
• Consistent weekday schedule
• Opportunities for professional growth and development
• Purpose-driven work supporting individuals and families in our community

Benefits eligibility and accruals are subject to plan guidelines and employment status.

Requirements:

Qualifications:

Required

Minimum of 2 years of experience in accounts payable, bookkeeping, or a similar finance role.

Strong working knowledge of QuickBooks Online.

Proficiency in Excel, including data entry, sorting/filtering, and basic formulas.

Solid understanding of general ledger functions and charts of accounts.

Strong attention to detail and commitment to accuracy.

Ability to work independently while collaborating with cross-functional teams.

Professional communication skills for internal and vendor interactions.

Must pass a background check.

Preferred

Experience in nonprofit or human services organizations.

Experience supporting audits or audit preparation.

Familiarity with Microsoft Office products and basic Salesforce navigation.

Knowledge of nonprofit financial practices (helpful but not required).

Other Requirements

Ability to organize and prioritize work to meet deadlines.

Ability to exercise sound judgment and problem-solving skills within established processes.

Comfort handling sensitive financial information with discretion and integrity.

Regular collaboration with finance, billing, and leadership teams.

Other Requirements

Ability to organize and prioritize work to meet deadlines.

Ability to exercise sound judgment and problem-solving skills within established processes.

Comfort handling sensitive financial information with discretion and integrity.

Regular collaboration with finance, billing, and leadership teams.