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Accounts Payable Specialist

*Job Status: Full-Time with Competitive Benefit Package*


The Accounts Payable Specialist is responsible for verifying and paying all invoices issued to the YMCA Association and SKY Academy in a timely basis.


  • Perform all aspects of the accounts payable function, such as entering invoices into the accounting software, entering and creating approved Purchase Orders, and matching existing purchase orders to invoices according to department policies and deadlines. Identify errors or discrepancies and resolve before processing.
  • Maintain electronic Purchase Order database and files.
  • Prepare and complete ACH transactions and web payments, and backup documentation.
  • Reconcile accounts payable related accounts; and submit journal entry requests to supervisor for adjustment to the general ledger.
  • Scan bills and send scanned document to departments for approval and signatures; follow up as necessary.
  • Research and resolve any outstanding balances on accounts, including telephone, mail, or email communications with vendors.
  • Assist with the sorting and opening of Business Office mail.
  • Maintain electronic vendor files, including current years W9 and vendor liability insurance information. Generate and report 1099 forms at year end for tax purposes.
  • Complete monthly credit card reconciliations and file creation for import into accounting software.
  • Provide accurate and effective document preparation and records management relative to the accounts payable function in accordance to record retention policies and laws.
  • Assist in annual audit by preparing assigned reports or providing documentation as directed by supervisor.
  • Maintain a procedure manual of accounts payable tasks as a guide for backup assistance when such assistance becomes necessary.
  • Research and recommend programs, policies and procedures to improve the effectiveness and efficiency of the accounts payable function, including new software, internal controls, new electronic payment technologies and customer service.
  • Perform various departmental tasks in support of co-workers as workload and staffing levels dictate.
  • Review and audit of invoices and other claims for payment generated by departments within the YMCA.
  • Verify that expenditures follow the policies of the SKY Family YMCA for purchasing and travel and record expenditures against the appropriate accounts.
  • Provide cross training to staff as directed by Supervisor per written accounts payable policies and procedures.
  • Display empathy and positive regard for others in written, verbal and non-verbal communications.
  • Work effectively with department heads, department staff, and outside vendors by practicing punctuality, respect for deadlines, collaborative problem solving and honest communication.
  • Build trusting relationships by acting with integrity, courtesy and responsibility, even in the face of stress or demanding workplace conditions.
  • Maintain proficiency as needed and approved by attending trainings, reading job-related materials.        
  • Dress appropriately for a workplace with frequent customer service interaction.
  • Meet all required standards of confidentiality and safety.
  • Maintain work areas in a clean and orderly manner.
  • Responsible for any other duties relevant to position as assigned by the Supervisor.


  • Knowledge of Generally Accepted Accounting Principles is required.
  • Requires intermediate computer literacy of word and spreadsheet software and recordkeeping and bookkeeping principles.
  • Meet the Association’s policies on background screening
  • Must be detail oriented, with accurate data entry skills
  • Must have effective verbal and written communication skills.
  • Must be able to learn YMCA software.


  • Requires high school diploma or equivalent and two years of advanced accounting or bookkeeping work experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties
  • CPR and First Aid Certifications required
  • Completion of YMCA of the USA Child Abuse and Neglect class
  • Completion of the YMCA’s Blood Borne Pathogens training
  • Additional training classes as recommended by Supervisor


  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is frequently required to sit, communicate, reach and manipulate objects, tools or controls. Minimum physical exertion.
  • Duties involve moving materials weighing up to 10 pounds on a regular basis and up to 20 pounds on an occasional basis.
  • Manual dexterity and coordination are required over 75% of the work period while operating equipment such as computer keyboard, mouse, 10-key calculator, phone, and similar machines.
  • The noise level in the work environment is typical of most office environments with telephones, personal interruptions, and background noises.
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