Accounts Payable Specialist

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Full‑time, Alexandria, VA, US – Hybrid location

Salary Range: $50,000 to $55,000 annually

Position Summary:

Detail‑oriented Accounts 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.

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  and credit card transactions.

Accounts Payable Administration:

• Submit AP entries to the AP portal/Jot Form and ensure  entries within five business days.
• Create and maintain vendor profiles in  and Sage Intacct.
• Collect and manage W‑9s (and W‑8s for international vendors) electronically and in hard copy.
• Route vendor approvals through  and maintain accurate vendor details.
• Send e‑payment invitations and determine initial 1099 eligibility.
• Oversee the annual 1099 reporting process via Tax
  1099.
• Manage credit card authorization forms (CCAF) and direct bill applications.
• Coordinate the national treasurer’s credit card authorization process using Jot Form.
• Co‑manage M&T P‑cards through Centre Suite 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 and updating access as needed.
• Generate and distribute GEN letters for verified chapters 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.
• 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.

• Accounting & Financial Software: , Sage Intacct, Tax
  1099, Centre Suite
• Workflow & Forms Management:
  Jot Form
• Office Productivity:
  Microsoft Office Suite

• College degree and three to five years of related experience, or equivalent education and experience.
• Proficiency in Microsoft Office and Excel; experience with  preferred;
  Sage Intacct experience is a plus; familiarity with contract management systems.

Full‑time employees are eligible for company benefits, including remote work options, vacation and personal time off, 100% company‑paid medical, dental, vision, short‑term and long‑term disability, life insurance, eleven paid holidays, a 401(k) plan with up to 4% match, and more.

Travel is required for the Annual National Convention, Fall Regional Conferences, National Transition and Leadership Conferences, and occasional other industry events assigned by management.

The employee is regularly required to sit and talk or hear, occasionally walk, and regularly lift or move objects up to 10 pounds.

This position description aims to describe the essential functions of the role. It is not exhaustive; duties may be modified to accommodate disabilities or changed at management discretion. All job requirements are subject to reasonable modification.

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