JOB DESCRIPTION: ACCOUNTS PAYABLE SPECIALIST

Position Title: Accounts Payable Specialist Department: Finance & Accounting

Reports To: Controller FLSA Status: Full-Time / Non-Exempt

Work Schedule: Monday – Friday, 9:00 AM – 5:00 PM (40 hrs/wk) Location: 1727 Amsterdam Ave, New York, NY 10031

Work Arrangement: 100% In-Person (No Remote Option) Salary Range: $58,000 – $68,000 per year

POSITION OVERVIEW

Heritage Health and Housing, Inc. is a Federally Qualified Health Center (FQHC) dedicated to delivering comprehensive, high-quality primary medical care, behavioral healthcare, and supportive housing services to the Upper Manhattan community.

We are seeking a detail-oriented, highly organized Accounts Payable Specialist to join our Finance & Accounting team. Reporting directly to the Controller, the Accounts Payable Specialist executes and coordinates all full-cycle accounts payable operations, disbursement controls, corporate credit card reconciliation, and petty cash administration.

This role ensures timely vendor payments, accurate general ledger coding, grant and fund allocation tracking, rigorous adherence to non-profit healthcare internal accounting controls, and prompt resolution of billing or banking discrepancies.

KEY RESPONSIBILITIES

Full-Cycle Accounts Payable Operations:

· Invoice Processing: Receive, review, and verify vendor invoices, check requests, and corporate disbursements for appropriate general ledger accounts, cost centers, and federal/state grant allocations.

· Three-Way Matching: Perform standard three-way matching across purchase orders, receiving reports/packing slips, and vendor invoices to detect, investigate, and resolve discrepancies prior to payment approval.

· Disbursement Runs: Prepare weekly payment batches for check runs, ACH disbursements, and wire transfers in accordance with established organizational authorization matrices and dual-signature requirements.

· Cash Flow Tracking: Monitor payment deadlines, capture early-payment cash discounts, avoid late payment penalties, and safeguard organizational credit standings.

Vendor Account Management, Reconciliation & Banking Controls:

· Vendor Discrepancy Resolution: Act as the primary point of contact for all vendor payment and account discrepancies; thoroughly investigate billing differences, duplicate billings, short

payments, statement variances, and credit holds, communicating promptly and professionally with vendors to achieve satisfactory resolution.

· Vendor Master Records & Compliance: Establish and maintain vendor files and vendor master records, ensuring updated Form W-9s, Certificates of Insurance (COI), banking payment instructions, and tax identification numbers are documented prior to disbursement.

· Lost Check & Stop Payment Administration: Actively track outstanding, uncashed, or lost checks; request and consult with the Controller on all stop-payment actions for checks delayed or lost in the mail; coordinate with the financial institution to execute stop payments and reissue replacement disbursements in accordance with internal banking controls.

· Outstanding Check & Escheatment Monitoring: Regularly review aging check registers and outstanding disbursement lists to prevent stale-dated checks, performing vendor follow-ups and adhering to New York State abandoned property/escheatment guidelines.

· Annual Tax Reporting: Assist the Controller with year-end Form 1099-NEC and 1099-MISC transaction reviews, taxpayer identification number (TIN) verification, data reconciliation, and timely annual IRS/state filing compliance.

Corporate Credit Card Administration & Expense Reconciliation (Amex & FunEz):

· Amex Card Reconciliation: Manage monthly corporate American Express (Amex) card account statements; verify and reconcile card transactions against itemized merchant receipts, invoices, and employee expense reports.

· FunEz System Integration & Entry: Input and match reconciled corporate Amex transactions and supporting receipt documentation directly into the FunEz system, ensuring appropriate general ledger account coding, grant tracking, and department expense allocations.

· Receipt & Documentation Compliance: Follow up systematically with corporate cardholders to collect missing receipts, business justifications, and required supervisory approvals in strict accordance with organizational non-profit travel and expense policies.

· Monthly Card Reconciliation Review: Conduct monthly audits of corporate card clearing accounts to ensure all card activity is fully cleared and reflected accurately in the General Ledger prior to accounting period close.

In-House Petty Cash Custodianship & Fund Management:

· Petty Cash Administration: Serve as the primary custodian of in-house petty cash funds, maintaining strict physical security over cash boxes and safes in accordance with institutional internal control standards.

· Fund Distribution: Review, verify, and approve authorized petty cash disbursement requests, distributing cash funds as needed for valid business expenditures upon receipt of appropriate supervisory signatures and itemized receipts.

· Replenishment & Balancing: Perform routine physical cash counts, maintain complete petty cash logs and voucher registers, and reconcile petty cash balances prior to preparing replenishment check requests for the Controller's review and sign-off.

· Petty Cash Auditing: Ensure petty cash transactions comply with allowable spending thresholds, preventing improper disbursements and preparing documentation for unannounced cash counts and periodic internal audits.

Month-End Close, Reconciliations & Audit Support:

· General Ledger Reconciliation: Reconcile monthly Accounts Payable subsidiary ledgers, open payables, and aging reports against the General Ledger to ensure ledger balance integrity.

· Month-End Accruals: Identify and prepare monthly accrual entries for unbilled goods, services rendered, contracted work, and recurring utilities to support the Controller during monthly closing cycles.

· Year-End Financial & Grant Audits: Maintain structured, audit-ready electronic and physical records; compile documentation, invoice pull lists, check samples, and reconciliations for annual independent financial statement audits and Uniform Guidance Single Audits.

QUALIFICATIONS & PROFESSIONAL REQUIREMENTS

· Education: Associate or Bachelor’s degree in Accounting, Finance, Business Administration, or equivalent relevant professional work experience.

· Professional Experience: Minimum of 2 to 4 years of hands-on, full-cycle accounts payable experience. Prior experience within a Federally Qualified Health Center (FQHC), healthcare system, or non-profit fund accounting environment is strongly preferred.

· Technical Systems & Software: Demonstrated proficiency with non-profit accounting ERP platforms (e.g., MIP Fund Accounting, Sage Intacct, NetSuite, or QuickBooks Enterprise), expense management systems (e.g., FunEz), and intermediate-to-advanced proficiency in Microsoft Excel (VLOOKUP, Pivot Tables, SUMIFS).

· Cash & Banking Knowledge: Working knowledge of commercial banking procedures (ACH, positive pay, stop payments) and custodianship practices for petty cash and corporate credit card programs.

· Accounting Standards & Internal Controls: Thorough understanding of double-entry accounting principles, chart-of-accounts hierarchies, segregation of duties, internal control frameworks, and non-profit grant cost allocations.

· Analytical & Discrepancy Resolution Skills: Strong analytical, investigative, and problem-solving abilities to identify root causes of billing variances and resolve complex vendor reconciliation issues.

· Communication & Professionalism: Exceptional organizational skills, rigorous numerical accuracy, high ethical integrity, and professional written/verbal communication skills required to interact effectively across all clinical, executive, and administrative teams.

WORK ENVIRONMENT & ON-SITE REQUIREMENTS

· Work Location: 1727 Amsterdam Avenue, New York, NY 10031.

· Work Schedule: Monday through Friday, 9:00 AM to 5:00 PM (40 hours per week).

· Work Arrangement: 100% In-Person on site. Due to operational responsibilities including physical petty cash custody, physical check disbursement distribution, hard-copy invoice handling, and on-site audit readiness, there is NO remote or telework option available for this position.

COMPENSATION & FRINGE BENEFITS PACKAGE

· Salary Range: $58,000 – $68,000 annually (commensurate with relevant non-profit and healthcare AP experience).

· Health Coverage: Comprehensive Medical and Dental insurance plans.

· Income Protection: Employer-sponsored Group Life Insurance, Short-Term Disability (STD), and Long-Term Disability (LTD).

· Retirement Benefits: Organization-sponsored Retirement Plan with employer participation options.

· Time Off: Generous allocation of Paid Vacation, Personal/Sick Days, and Organization-Observed Holidays.

EQUAL EMPLOYMENT OPPORTUNITY

Heritage Health and Housing, Inc. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive work environment for all qualified applicants and employees without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity or expression, age, marital status, disability, or protected veteran status.

Please email candidate@heritagenyc.org or press the mail button to apply.