Accounts Payable & Procurement Specialist

Accounts Payable & Procurement Specialist About Covenant House New York

Covenant House New York (CHNY) provides comprehensive shelter, housing, and wrap‑around support services for vulnerable homeless, runaway, and exploited youth. The organization serves more than 1,500 young people annually.

The Accounts Payable and Procurement Specialist is responsible for managing the end‑to‑end procurement and payment process, ensuring seamless and efficient operations. The role involves identifying and evaluating vendors, preparing and issuing purchase orders, and performing thorough invoice verification using the three‑way match process. The specialist is accountable for processing prompt and accurate payments while rigorously adhering to internal controls, grant requirements, and all relevant nonprofit and uniform guidance regulations.

Reporting directly to the Director of Accounts Payable and Procurement, this role collaborates cross‑functionally with department leaders and teams across the organization to foster a streamlined, coordinated procurement process.

• Procurement & Sourcing
• Identifies and evaluates potential vendors by obtaining multiple competitive quotes and thoroughly comparing pricing, quality, and service.
• Oversees all phases of the Purchase Order (PO) process, from initial creation and submission to internal approval routing and ongoing status tracking.
• Manages the onboarding of new vendors by collecting required documentation, such as W‑9s, verifying Federal , and ensuring all information is accurately entered into and maintained in the A/P software and accounting system.
• Accounts Payable
• Processes invoices using the three‑way matching technique, ensuring each invoice corresponds to an approved purchase order and a verified receipt of goods or services.
• Codes all invoices to the appropriate general ledger accounts, allocating expenses to the correct programs, departments, or restricted grant funds.
• Executes weekly payment runs using various methods—ACH, wire transfer, or checks—while adhering to internal controls and payment policies.
• Compliance & Reporting
• Assists with the annual 1099‑NEC/MISC reporting process for contractors and maintains detailed records.
• Assists in the organization’s annual financial audits by maintaining organized, audit‑ready documentation, responding to auditor requests, and ensuring all records are complete and compliant.
• Performs other duties as assigned and needed.

• Education:
  
  Bachelor’s degree in accounting, finance, or business administration preferred.
• Experience:
  
  3+ years of experience in full‑cycle AP and/or purchasing; nonprofit experience highly preferred.
• Software
  
  Skills:
  
  Proficiency in ERP systems (e.g., Sage Intacct, Net Suite, or Quick Books) and advanced Excel skills preferred.
• Exceptional attention to detail, negotiation abilities, and professional communication to resolve vendor disputes.
• Ability to work independently.
• Excellent organizational skills and attention to detail.
• Demonstrated passion for serving and helping young people.

The pay range for this role is: 55,000 - 65,000 USD per year (41st ST - SHELTER).