Accounts Payable Specialist in Alexandria, Virginia at National Society of Black Engineers

Job Title: Accounts Payable Specialist

Department: Accounting & Finance

Reports to: Sr Manager, Accounting & Finance

Location: Hybrid

Employment Type: Full-time

Salary Range: $50,000 - $55,000

Band: Level 2

Position Summary:

Detail-oriented Account Payable Specialist with experience in accounting operations, including balance sheet and income statement management, monthly reconciliations, tax exemption processing, and accounts payable administration. Skilled in invoice processing, payment tracking, and financial compliance. Adept at utilizing accounting software and financial systems to ensure accuracy and efficiency.

Duties and Responsibilities:

General Ledger Management:

• Oversee selected balance sheet accounts, including fixed assets and prepaid expenses.
• Manage expense accounts within the income statement through comprehensive accounts payable (AP) management using Bill.com and credit card transactions.

Accounts Payable Administration:

• Manage the AP submission to the AP portal/JotForm and ensure entries into Bill.com within five business days.
• Create and maintain vendor profiles in Bill.com and Sage Intacct.
• Collect and manage W-9s (including W-8s for international vendors) in electronic and hard copy formats.
• Route vendor approvals through Bill.com and maintain accurate vendor details (e.g., name, address, DBA, email).
• Send e-payment invitations and determine initial 1099 eligibility.
• Oversee the annual 1099 reporting process via Tax1099.
• Manage credit card authorization forms (CCAF) and direct bill applications.
• Coordinate the national treasurer's credit card authorization process using JotForm.
• Co-manage M&T P-cards through CentreSuite and oversee Company Credit Cards and Accounting P-cards.
• Collaborate with the Contract & Operations Manager to ensure contracts are executed before processing payments.
• Conduct periodic reviews of auto-payment accounts with the Office Manager.
• Handle special projects and assigned financial tasks.

Chapter & State Tax Exemptions:

• Administer the general exemption survey semi-annually, enabling, updating, and restricting access as needed.
• Generate and distribute GEN letters for verified chapters that are in good standing.
• Submit an updated master list of tax-exempt chapters to the IRS.
• Maintain electronic and hard copy records of state tax exemption statuses.
• Process applications for new and renewal state tax exemption certificates.

Customer Service & Financial Support:

• Respond to inquiries regarding payment statuses submitted through the AP portal.
• Investigate and resolve AP-related issues with vendors and employees.
• Collaborate with regional and national treasurers to support financial operations.
• Train employees on the AP process during onboarding.
• Train new National Treasurers on AP submission protocols.
• Serve as a backup for processing refunds.

Systems & Tools:

• Accounting & Financial Software: Bill.com, Sage Intacct, Tax1099, CentreSuite
• Workflow & Forms Management: JotForm
• Office Productivity: Microsoft Office Suite

Qualifications:

• College degree, three to five years of related experience and/or training, or equivalent combination of education and experience.
• Computer skills required: Microsoft Office, Excel, Project Management Software, Bill.com experience preferred, Sage Intacct Accounting Software experience is a plus, Contract Management Systems.

Job Description Disclaimer

NSBE is an equal opportunity employer committed to diversity, inclusion, and equity in the workplace. We encourage individuals of all backgrounds to apply.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to walk. The employee must regularly lift and/or move up to 10 pounds.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS (for FT positions only):

Full-time employees are eligible for company benefits, including the option to work remotely, vacation and personal time off, 100% company-paid medical, dental, vision, short-term and long-term disability, life insurance benefits, eleven paid holidays, a 401(k) plan that matches up to 4%, and much more.

TRAVEL:

Travel is required for the Annual National Convention, Fall Regional Conferences, National Transition and Leadership Conferences. Occasional travel to other conferences, chapters, and other industry- related events may be required and assigned by management.

LIMITATIONS AND DISCLAIMER:

The above position description is meant to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job- related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. Requirements are representative of minimum levels of knowledge, skills, and/ or abilities. To perform this position successfully, the employee must possess the abilities or aptitudes to perform each duty.