Accounting Specialist

Job Summary

Rural Neighborhoods, a 501(c)(3) nonprofit housing and community development organization, seeks an Accounts Payable Specialist to support invoice processing, vendor management, and accurate, timely payments for properties and affiliated entities throughout the state of Florida. This position plays a key role in maintaining strong internal controls and meeting high audit standards.

In addition to core accounts payable duties, this role will provide backup support for payroll and selected human resources administrative functions to ensure continuity of operations during staff absences and peak periods. The ideal candidate is detail-oriented, customer-service focused, and comfortable working across multiple entities in a fast-paced, mission-driven environment.

Supervisory Responsibilities

• None

Essential Duties and Responsibilities

Accounts Payable

• Process high-volume accounts payable for multiple entities and vendors using accounting software and related systems.
• Review, code, and verify invoices for accuracy, proper approvals, and compliance with internal policies and grant/contract requirements, as applicable.
• Perform three-way matching when required (purchase order, invoice, receiving documentation).
• Prepare and process weekly/biweekly payment runs (ACH, check, wires) in accordance with established deadlines.
• Maintain vendor files, including W-9s, insurance certificates (as applicable), and updated contact/payment information.
• Communicate professionally with vendors and internal departments to resolve discrepancies and answer payment inquiries.
• Assist with month-end closing activities related to A/P, including reconciliations and accrual support.
• Support annual audit and compliance requests by providing accurate documentation and timely responses.
• Recommend workflow improvements to increase efficiency and strengthen controls.
• Assist with gathering and distributing invoices and related support documentation.
• Perform other related duties as assigned.

Payroll Backup Support

• Serve as backup support for payroll processing under the direction of the Chief Financial Officer Finance.
• Assist with timekeeping audits, basic payroll data entry, verification of supporting documentation, and payroll file organization.
• Support payroll-related reconciliations and documentation for audits and internal reporting.
• Maintain confidentiality of payroll records and employee data.

Human Resources Administrative Backup

• Provide limited backup support for HR administrative tasks such as file maintenance, onboarding document collection, and basic employee data updates in HRIS systems.
• Assist with tracking required forms, policy acknowledgments, and training/compliance documentation.
• Maintain strict confidentiality and professionalism in all HR-related matters.

Required Skills/Abilities

• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a high-volume environment.
• Strong verbal and written communication skills.
• High level of integrity with the ability to handle sensitive financial and employee data.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
• Ability to quickly learn new systems and technology.
• Ability to work independently and collaboratively across departments and locations.
• Ability to operate standard office equipment, including computers, 10-key calculator, and copier.

Education and Experience

Required/ Strongly Desired

• High school diploma or equivalent.
• Minimum of 3 years of professional accounts payable experience, preferably in a multi-entity environment.
• Experience supporting payroll or HR administrative functions as a backup or cross-trained team member.
• Experience in affordable housing, property management, or nonprofit environments.
• Experience with RealPage/OneSite or similar property management/accounting systems.
• Bilingual English/Spanish.

Job Type and Classification

• Full-time, non-exempt

Schedule

• Monday to Friday, 7:30 AM – 4:30 PM
• 8-hour shift

Work Location / Commute

• Florida City, Florida 33034
• Reliable transportation required

License/Certification

• Valid Driver’s License (required)
• Proof of insurance required

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.