Specialist, Accounts Payable & Expenses

JOB SUMMARY

The Specialist – Accounts Payable & Expense is responsible for managing accounts payable, vendor processes, and expense reporting. This role ensures timely and accurate processing of invoices, maintains strong internal controls, and supports monthly close and audit processes. This is a hybrid-position.

ESSENTIAL FUNCTIONS:

Accounts Payable Processing and Reconciliations (50%)

• Oversee accounts payable processing and vendor payments
• Review invoice coding and approvals for accuracy and compliance
• Ensure AP subledger ties to the general ledger
• Ensure AP aging is accurate and up to date

Expense Management (25%)

• Administer Tallie expense reporting system
• Review employee expense reports and supporting documentation
• Reconcile and process AMEX activity and payments
• Maintain the AMEX corporate credit card program
• Record all activity in the general ledger

Vendor Management (15%)

• Maintain vendor master file and ensure accurate vendor setup
• Ensure W-9 compliance and vendor documentation
• Respond to vendor inquiries and resolve discrepancies

Internal Controls and Compliance (10%)

• Maintain and enforce AP internal controls
• Prevent duplicate payments and ensure policy compliance
• Support process improvements
• Maintain sales tax exemption(s), prepare and remit required filings and payments
• Support 1099 processing in coordination with outside consultants
• Assist with audit schedules related to expenses

Other Duties as assigned

REQUIRED JOB QUALIFICATIONS:

Education and Experience Required

• Two years of related experience

Education and Experience Preferred

• Experience in nonprofit accounting and accounts payable

Certifications & Licenses Required

• None

Certifications & Licenses Preferred

• None

Knowledge, Skills, Abilities and Competencies Required

• High attention to detail and ability to meet deadlines
• Excellent communication and organizational skills
• Ability to maintain confidentiality and exercise sound judgment
• Proficiency in Microsoft Office Suite

Knowledge, Skills, Abilities and Competencies Preferred

• An understanding of general ledger accounting and accounts payable
• Experience with Sage Intacct or similar accounting systems
• Strong analytical and problem-solving skills

COMPENSATION

We offer a generous employee benefits package in addition to cash compensation. Our hiring range for this role is $51,200-57,600. More experienced candidates are invited to apply and are encouraged to include their salary requirements with their application.

WORKING CONDITIONS

Works out of Air & Space Forces Association’s headquarters in Arlington, VA. Office hours required are an eight-hour day. Operates in a professional office environment with travel to local offices, community partners, and events. Routinely uses standard office equipment such as computers, phones, copiers, filing cabinets and fax machines. Must be able to work overtime and travel as needed.