Supplier and Supplier Invoice Management (50%) 

• Enter supplier invoices for HQ cost centers. 

• Enter supplier invoice requests via SDT (Service Desk Tickets). 

• Enter supplier invoices collected from the AP Team e-mailbox. 

• Create and update suppliers as needed, including verifying W9 information and setting up any applicable tax information in Workday. 

• Carefully review and approve invoices entered by site staff.  Return any that do not meet our requirements for corrections, including a complete and concise explanation of what must be corrected.  Follow up to make sure the invoice completes the payment process, with its corrections, within our processing timelines.   

• Review and approve supplier setup requests made by site points. 

• Manage and oversee AP processing for designated store/vendor accounts, ie Walmart or Home Depot cards, as assigned.  Ensure that receipts are collected in a timely manner and that appropriate staff access to the account(s) is maintained. 

• Ensure that any items lacking receipts have a Missing Receipt Form substituted and that it is properly approved. 

Expense Reports, Mileage Reimbursement, and Pcard Processing (30%) 

• Review and approve expense reports.  Ensure that all expenses meet stated requirements for allowable purchases, suitable reimbursement to staff, and that no personal items are reimbursed if submitted by staff. 

• Review and approve mileage reimbursement submissions, ensuring that math is correct on the form and that all reported trips meet our standards of business needs.  Address any that do not to site Finance Points for follow-up with site staff. 

• Review and approve PCARD transactions on a daily basis, returning any to staff that are missing information (ie receipts), violate a purchasing policy, or are incorrectly submitted with the wrong cost center, business units, GL line. 

• Address any obstacles relating to expense reports and Pcards having to do with mismatched cost centers and business units in Workday.  Depending on the issue, this may entail working with ITS and/or Accounting senior management, or making manual corrections to individual items on staff’s behalf.  Be proactive in raising this issues to Accounting management when needed so as not to unnecessarily further delay processing of the items. 

General Department Work (20%) 

• Know and be able to reference our business expense policies (expense reports, Pcards, mileage, travel, meals reimbursement, etc).  Be able to utilize these in daily work and to explain them to site and HQ staff when needed.   

• Participate in updating of policies and procedures when requested, and testing of new procedures as needed. 

• Provide general support around AP needs to site Finance Points as questions arise.  Triage any issues that belong to another team, to ensure that the right person responds to the issue at hand in a timely fashion. 

• Complete month end close activities for assigned portfolio of work to ensure that AP can close on the 5th of each month, according to set deadlines within our larger month end close cycle.  Address any obstacles encountered that prevent closing on the 5th to the AP Manager and Senior Director of Accounting Operations as proactively as possible. 

• Complete year end AP close activities as assigned.  This may include but is not limited to recording expense accruals, managing prepaid expenses, or periodic clean up of store accounts (ie Walmart and Home Depot). 

• Gather information to fulfill sample requests for auditors and backup for grant billing as needed. 

• Other duties as assigned. 

Qualifications: 

• Bachelor's degree in accounting or finance from an accredited college or university plus 2 years of applicable experience, or high school diploma plus 5 years.   

• Direct Accounts Payable experience is preferred.  Payroll and general Staff Accounting work may substitute for up to 50% of required years of experience if the candidate lacks sufficient AP experience. 

• Past experience working in a large, multi-site organization and ability to keep up with competing needs and requests coming from several sites at once. 

• Demonstrated knowledge of standard not-for-profit Generally Accepted Accounting Principles (GAAPs) as they relate to AP.   

• Previous experience with accounting software.  Workday preferred but not required.  Ability to learn new technologies quickly. 

• Ability and willingness to manage a large volume of work within consistently tight timelines.   

• Strong attention to detail and commitment to accuracy. 

• Personal qualities of integrity, credibility, and commitment to City Year’s nonprofit mission. 

• Strong interpersonal and communication skills, including the ability to manage difficult vendor relations issues as needed (with support from AP Management).