Accounts Payable & Disbursement Specialist

The YMCA of Greenville is a dynamic and rapidly growing association that seeks to strengthen the community through youth development healthy living and social responsibility.

The Accounts Payable & Disbursement Specialist supports the work of the Y a leading nonprofit charitable organization committed to strengthening community through youth development healthy living and social responsibility. The specialist ensures strong internal financial controls maintains vendor records manages payment processing and supports financial reporting and reconciliation processes. This role plays an important role in maintaining financial integrity and operational efficiency within the YMCAs finance operations.

Not only will you be part of amazing mission driven work we offer the following benefits for our Staff:

• Access to your Earned Wages before scheduled Pay Days!
• 12% Retirement Contribution once fully vested
• 403b Retirement Savings Plan
• Separate Paid Sick and Vacation Leave
• Medical Benefits
• Company Paid Dental Vision and Life Insurance
• 11 Company Paid Holidays plus 2 Floating Holidays
• Household Membership to the YMCA of Greenville
• 50% Discount on Programs including Childcare Sports Aquatics and Personal Training

Our mission and core values are brought to life by our the Y we strive to live our cause of strengthening communities with purpose and intentionality every day.

We are welcoming: we are open to all. We are a place where you can belong and become.

We are genuine: we value you and embrace your individuality.

We are hopeful: we believe in you and your potential to become a catalyst in the world.

We are nurturing: we support you in your journey to develop your full potential.

We are determined: above all else we are on a relentless quest to make our community stronger beginning with you.

*Compensation will be determined commensurate qualifications and experience.*

Accounts Payable Processing

• Review all invoices for appropriate documentation proper coding and approval prior to payment processing.
• Process invoices and enter transactions into the accounting system in a timely and accurate manner.
• Reconcile accounts payable transactions by reviewing system reports and investigating discrepancies.
• Maintain organized electronic and physical accounts payable records and supporting documentation.
• Verify vendor accounts by reconciling monthly statements and resolving discrepancies.

Vendor & Payment Management

• Prepare and schedule vendor payments including check and ACH disbursements.
• Verify vendor information including federal identification numbers and payment details.
• Resolve invoice purchase order contract or payment discrepancies.
• Ensure credit is received for outstanding credits or adjustments.
• Issue stop-payments or payment corrections when necessary.

Employee Expense & Disbursement Processing

• Review employee expense reports and requests for advances for proper documentation and approval.
• Process reimbursements through check or ACH payment in accordance with YMCA policies.
• Maintain documentation for employee reimbursement transactions.

Purchasing Card Program Administration

• Oversee daily administration of the organizations purchasing card program.
• Process requests for new cards deactivation of cards and adjustment of card limits.
• Monitor purchasing card activity and ensure compliance with YMCA financial policies.
• Manage monthly purchasing card reconciliation and ensure all expense documentation is submitted.
• Prepare journal entries to record purchasing card transactions in the general ledger.

Fixed Asset Support

• Assist with tracking and recording asset purchases through the accounts payable process.
• Ensure capital expenditures are properly coded in accordance with the YMCA capitalization policy.
• Maintain documentation supporting fixed asset records for financial reporting and audits.
• Assist with updates to the organizations fixed asset management system.

Financial Reporting & Month-End Support

• Assist with month-end close activities including account reconciliations and transaction reviews.
• Support preparation of documentation required for internal and external audits.
• Assist with preparation and filing of annual IRS Form 1099 for applicable vendors.
• Support sales tax tracking and reporting where applicable.

Compliance & Financial Controls

• Maintain strong internal financial controls related to disbursements and accounts payable processes.
• Protect organizational information by maintaining strict confidentiality of financial records.
• Ensure compliance with YMCA financial policies and applicable regulatory requirements.

Other Expectations

• Adhere to policies related to boundaries with consumers.
• Attend and complete required abuse risk management training.
• Follow mandated reporting requirements.
• Adhere to YMCA policies and procedures related to safety and risk management.
• Participate in professional development and training opportunities as appropriate.

LEADERSHIP COMPETENCIES:

• Critical Thinking & Decision Making: Makes informed decisions based on logic data and sound judgment
• Collaboration: Creates sustainable relationships within the Y and with other organizations in service to the community
• Communication & Influence: Listens and expresses self effectively and in a way that engages inspires and builds commitment to the Ys cause

*Compensation will be determined commensurate qualifications and experience.*

• Associate degree in Accounting Finance or related field; or equivalent combination of education and experience.
• Two (2) to three (3) years of accounts payable or related accounting experience.
• Solid understanding of accounts payable processes
• Proficiency in MS Word and Excel and financial systems

• Clear written and verbal communications
• Organize and write procedures in a logical/methodical manner.
• Excellent time management skills
• Excellent attention-to-detail
• Work well in a team environment.
• Able to maintain confidential information.

BENEFICIAL SKILLS AND EXPERIENCE:

• Experience working in nonprofit accounting.
• Experience with financial management or ERP systems.
• Experience supporting purchasing card programs.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

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.

• Must be able to remain in a stationary position for long periods of time.
• Frequently move throughout the facilities
• Frequently communicate clearly and effectively with staff and vendors via phone email or in person
• Occasionally move objects and equipment weighing up to 20 pounds.
• Constantly operate a computer and other office machinery such as a calculator copy machine Printer.