Accounts Payable Specialist

Description

POSITION TITLE: Accounts Payable & Fiscal Specialist 

REPORTING MANAGER: Fiscal Director  

DEPARTMENT: Fiscal Department   

JOB CLASSIFICATION: Grade level 30

FLSA: Non- Exempt

STATUS: Full-Time

Location: Sandy Springs, GA 30350

ORGANIZATIONAL FOUNDATION

Mission: To provide recovery to women, children, veterans, and families impacted by homelessness, poverty, addiction, and mental health challenges.

Belief: Every person must have a loving relationship with God, self, and others.

Value: Every woman and child God sends through our doors.

Commitment: We work together to get the job done.

Truth: All things are possible

POSITION OVERVIEW

The mission of Mary Hall Freedom Village, Inc. (MHFV) is to empower women, children, veterans, and families to end the cycle of homelessness, addiction, and poverty. Headquartered in Sandy Springs, GA with seven facilities across metro Atlanta, MHFV has been transforming lives for nearly three decades. We strive to break the cycle of homelessness, addiction, mental illness, and poverty. If you believe in the empowerment of women, children, veterans, and their families, please consider the employment opportunity below.

Under the supervision of the Fiscal Director and Grants & Revenue Manager, the Accounts Payable & Fiscal Specialist is responsible for managing day-to-day fiscal operations with a primary focus on accounts payable, vendor management, and financial documentation. This position ensures accurate processing of invoices, payments, receipts, and reconciliations in compliance with organizational policies, grant requirements, and accounting standards. The role supports financial close activities, audit readiness, internal controls, and collaboration with program staff to ensure proper use of restricted and grant-funded resources

ESSENTIAL JOB RESPONSIBILITIES

· Perform the full accounts payable cycle, from invoice receipt through payment processing and reconciliation. 

· Review and verify invoices for accuracy, proper authorization, coding, and required supporting documentation. 

· Ensure invoices are accurately coded to general ledger accounts, cost centers, and grant funding sources. 

· Prepare and process check runs, ACH payments, electronic transfers, and credit card transactions and reconciliations. 

·  Maintain vendor records, including W-9 forms, payment terms, and 1099 tracking. 

· Reconcile the accounts payable subsidiary ledger to the general ledger on a monthly basis. 

· Investigate and resolve invoice discrepancies, duplicate payments, and vendor billing issues. 

· Monitor grant-funded expenditures to ensure compliance with funding and documentation requirements. 

· Support monthly, quarterly, and annual financial close activities. 

· Maintain organized electronic and physical financial records to support internal and external audits. 

· Assist with audit schedules related to accounts payable, vendor transactions, and receipts. 

· Collaborate with program managers to ensure proper documentation for restricted funds. 

· Provide guidance to staff on invoice submission procedures and documentation standards. 

· Identify opportunities for process improvements to enhance efficiency and strengthen internal controls. 

· Ensure timely recording of receipts; prepare, reconcile, and document bank deposits. 

· Maintain organizational credit cards, including reconciliation, documentation, and distribution to employees.

SUPERVISORY RESPONSIBILITIES

· This position does not have direct supervisory responsibilities.

· May provide guidance to interns, assistants, or program staff regarding invoice submissions and documentation.

QUALIFICATIONS

· Associate’s degree in Accounting, Finance, Business Administration, or related field Bachelor’s preferred.

· Minimum of 2–3 years of accounts payable or general accounting experience preferably in a nonprofit environment.

· Knowledge of accounts payable practices and accounting procedures required.

Requirements

 REQUIRED SKILLS, CAPABILITIES, AND KNOWLEDGE

· Strong understanding of accounts payable processes and general accounting principles.

· Proficiency with accounting software, spreadsheets, databases as well as proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Excellent attention to detail with high accuracy in data entry and reporting

· Strong organizational and time management skills with the ability to meet deadlines.

· Collaborative mindset with the ability to work effectively across departments.

· Ability to maintain confidentiality and handle sensitive financial information with integrity.

EMPLOYMENT REQUIREMENTS AND EXPECTATIONS

· 3-Year Motor Vehicle Report

· TB Test; Drug Testing

· Background Check

· Work performed in an office environment

· Standard Work Schedule: 8:00 AM – 5:00 PM, Monday–Friday

· Occasional flexibility required for reporting deadlines or audits.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

GENERAL PERFORMANCE 

§ Resource Management - Provides appropriate use of resources including company property, supplies, people, and cost reductions.

§ Quality of Work - Delivers quality work; takes ownership and accepts responsibility for work outcomes and makes suggestions to improve effectiveness and efficiency of work processes.

§ Customer Service - Provides employees, participants, and the public with appropriate service in a timely, courteous, and efficient manner.

§ Time Management - Coordinates assigned tasks and activities to maximize the effectiveness of efforts. Prioritizes the order to do tasks and makes sure that they are done on schedule.

§ Attendance - Employee is expected to adhere to the attendance and break policy and communicate with your supervisor about anticipated time off or modifications to break times.

§ Communication Skills - Understand and communicate effectively with others using a variety of contexts and formats, which include writing, speaking, reading listening and interpersonal skills.

§ Customer Service - Committed to increasing customer satisfaction, sets proper customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met.

§ Integrity - Earns the trust and confidence of coworkers and customers through honest communication, ethical behavior, and professionalism in all interactions.

§ Job Knowledge - Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.