Accounts Payable Specialist

Job Description Job Description

POSITION SUMMARY

The Accounts Payable (AP) Specialist supports the organization's financial operations by processing invoices, maintaining accounts payable records, and ensuring timely and accurate payments to vendors. This role is responsible for invoice intake and logging, data entry, reconciliation support (bank/credit card), maintaining vendor documentation, and assisting with audit preparation and process improvements to strengthen internal controls and efficiency.

ESSENTIAL FUNCTIONS

Invoice Processing & Accounts Payable Administration

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Receive, open, date-stamp, and log invoices; ensure invoices are routed appropriately for approval.

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Enter accounts payable invoices into the accounting system accurately and in a timely manner.

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Verify invoice coding, approvals, and supporting documentation prior to payment processing.

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Process payments (checks/ACH) in an organized and timely manner to maintain positive vendor relationships.

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Ensure invoice images and supporting documents are scanned/imaged and filed accurately and on schedule.

Reconciliations & General Ledger Support

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Prepare routine general ledger journal entries as assigned.

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Support credit card and bank account reconciliations, including internal credit card reconciliation as required.

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Assist with accounts receivable invoice processing/data entry as assigned.

Tracking, Reporting & Documentation

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Develop and maintain Excel spreadsheets to track invoices, payments, reconciliations, and vendor data.

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Maintain accurate vendor files, including W-9 documentation and required compliance materials.

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Support annual 1099 processing, including tracking, verification, and file preparation.

Audit Support & Process Improvement

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Assist with audit preparation by gathering documentation, schedules, and support materials as requested.

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Support efforts to streamline and improve accounts payable/accounts receivable processes and internal controls.

Team & Mission Support

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Perform related duties to support fiscal operations and organizational goals

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Contributes to special projects and evolving business needs.

REQUIREMENTS

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High school diploma or GED required; associate degree coursework in accounting/finance preferred.

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1-3 years of accounts payable, bookkeeping, or general finance support experience preferred.

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Proficiency in Microsoft Excel and general Microsoft Office applications.

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Strong attention to detail, accuracy, and ability to meet deadlines.

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Ability to manage confidential financial information with integrity and discretion.

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Strong organization skills and ability to prioritize multiple tasks.

INDEPENDENT ACTIONS AND JUDGEMENT

Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations.

WORKING RELATIONSHIP

Work with all levels of management, Community Action personnel, and general public. Position demands high levels of courtesy, diplomacy and tact.

WORKING CONDITIONS

Work is performed in a standard office environment. May be required to work, beyond regular office hours to meet deadlines and the needs of the population the organization serves

Company Description

Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.

Company Description Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.