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Accounts Payable Specialist

Job Title: Accounts Payable Specialist
Reports To: Director of Finance
FLSA Status: Non-Exempt
Approved By: CEO & Director of Finance
Approved Date:  13 September 2017

NOTE: To be considered for this position, a cover letter, resume and completed employment application are required. The application may be downloaded here. Email documents to kmcalister@tcfv.org or fax to 512-685-6397.

I. Purpose & Summary of Position:

The Texas Council on Family Violence is a statewide organization representing a network of domestic violence programs that provide direct services to victims and their families and serves as the voice of victims at the state level while working with local communities to create strategies to prevent family violence.

The Accounts Payable Specialist is a member of the Finance team. This position requires excellent organizational and communication skills. The Accounts Payable Specialist provides key accounting support to the Director of Finance with emphasis on financial data entry, accounts payable processing and performing.  Additionally, she or he works to strengthen the agency by providing efficient contract and funder management and reporting systems, providing analytical information utilizing existing database resources, and identifying new data collection systems and processes.  The Accounts Payable Specialist uses data collected to inform funder and donor reports as well as to synthesize the Council’s activities on training, technical assistance, and deliverables.  Finally, she or he must have knowledge of database techniques, plus the ability to work independently and envision analysis needs.  

II. Priority functions / Accountabilities

A. Financial / Administrative

  • Collect, review and prepare accounts payable invoices for entry into the MIP system and present to the Staff Accountant/Director of Finance for review.
  • Process all accounts payable in MIP; ensuring accurate, timely processing and mailing of payments.
  • Maintain vendor files: Collect and file necessary documents such as W-9s, contracts, and invoices to process payments.
  • Review all incoming vendor invoices and obtain proper payment approval.
  • Respond to inquiries regarding vendor invoices.
  • Understand and apply travel reimbursement processes, policies, procedures and internal control standards. Review and process travel reimbursement in accordance with internal control standards.
  • Develop and maintain sound financial practices with contractors and vendors.
  • In coordination with Grants Administrator, assist with processing monthly credit card statements for all staff, as needed.

B. Grant/Funder Contract Management

  • Monitor project progress by tracking activity; resolving problems; preparing progress reports; and recommending actions.
  • Work effectively with end users, IT and cross-functional teams.
  • Manage contract and grant records, correspondence, and amendments using Coalition Manager database.
  • Stay familiar with grant regulations and conditions on funded awards and contracts.
  • Grant billing assistance as needed.

C. Technical Report Collection, Analysis and Summary

  • Serve as backup to complete progress reports for all government-funded grants; monitor compliance with grant requirements and deliverables.
  • Ensure that staff record activities that meet contract deliverables and prepare periodic reports to track outcomes and services provided.
  • Assist with compilation of internal statistics.

III. Minimum Knowledge, Skills, and Abilities Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Minimum of three years of progressively responsible experience in accounting/grant fiscal reporting.
  • Bachelor’s degree or equivalent combination of education and experience.
  • Accounts payable experience; high level of accuracy and superb attention to detail.
  • Dedicated, energetic, detail oriented and ability to thrive in a dynamic environment.
  • Demonstrated ability to multi-task and work under tight and/or changing timelines; disciplined time management skills to coordinate and prioritize own and others’ activities, evaluate progress and provide feedback; and to reallocate resources to complete activities within set deadlines.
  • Self-starter, able to work independently; enjoys creating and implementing new initiatives.
  • Excellent writing/editing and verbal communication skills.
  • Non-profit accounting experience preferred.

IV. Working Conditions and Environment/Physical Demands: Ability to read, write and converse in English, to travel as needed and tolerate prolonged sitting or standing. Must possess the emotional and physical stamina to deal with a variety of stressful situations, such as responding to complaints; handling difficult internal and external interactions; effectively working long and, at times, odd hours; and maintaining a sense of humor throughout.

The above statements are intended to describe the general nature and minimum level of work being performed.  They are not intended to be construed as exhaustive of all duties, responsibilities and skills required for the position.  The employee will be required to perform any other job-related duties as required by the job objectives, the CEO and mission and philosophy of TCFV.