Accounts Payable Associate

Job Title: Accounts Payable Associate

Department: Finance

Reports to: Controller

FLSA Status: Non-Exempt

Employment Status: Full-Time

Hourly Compensation: $22.54 - $26.49

Final date to receive applications: February 27, 2026 at 12:00pm Eastern

Since our founding in 1901, the Toledo Museum of Art has earned a global reputation for the quality of our collection, our innovative and extensive education programs, and our architecturally significant campus. And thanks to the benevolence of its founders, as well as the continued support of its members, TMA remains a privately endowed, non-profit institution and opens its collection to the public, free of charge.

At the Toledo Museum of Art, we are dedicated to fulfilling our mission and our commitment to cultivating an organizational culture where every individual feels valued, inspired, respected, and empowered. We believe fostering such a culture requires everyone to work daily at positively enhancing the experience of our team members. We hope all interested in employment here will strive to elevate our mission and our culture!

SUMMARY

The Accounts Payable Associate is crucial in upholding the integrity of all payment activities within the organization. Key responsibilities include, but are not limited to:

• Accurately and promptly prepare, process and record payments of all types.
• Dealing directly with vendors to obtain appropriate documentation for validation.
• Answering payment inquiries from vendors, staff and others.
• Maintaining the accounts payable system, including updating vendor information as needed.
• Supporting financial reporting needs for various departments.

Additionally, the Accounts Payable Associate assists the Finance team by providing backup for the Accounting Associate and completing other tasks as needed.

This role requires strong attention to detail, proficiency in accounting practices, and a passion for working in a non-profit environment dedicated to cultural preservation and education.

KEY ACCOUNTABILITIES

Accounts Payable & Financial Reconciliation:

• Prepare, process, and record all payments in a timely manner. Ensure appropriate approval has been obtained for all purchases prior to processing payment.
• Generate payments on a weekly basis, obtain needed signatures, prepare for mailing and file with backup in vendor file.
• Maintain all cash disbursement, invoice and vendor files and manage according to record retention guidelines.
• Maintain the Financial Edge/Accounts Payable system and reconcile accounts payable to general ledger on a monthly basis. Add new vendors in a timely manner and update current vendors as needed.
• Answer purchasing and payment inquiries from vendors and staff in a timely manner.
• Ensure accuracy of accounting procedures by regularly reviewing work throughout the process.
• Prepare 1099-misc forms at the end of the calendar year.
• Maintain knowledge of purchase order process and act as back up for Purchasing Associate.
• Provide back-up support for the Accounting Associate.
• Respond to General Ledger questions and create reports as needed for other departments.
• Participate in the Museum's annual audit.

Performs other duties as assigned or required

EDUCATION AND EXPERIENCE

• Associates degree or equivalent experience in accounting or related field; a Bachelor's degree is preferred
• Experience with accounts payable is required
• At least 2-4 years of experience in an accounting or finance role, preferably within a non-profit organization
• Must be organized, detailed, and proficient in Excel

SPECIALIZED KNOWLEDGE, COMPETENCIES, AND ABILITIES

• Must have excellent interpersonal and communication skills, with ability to work in a team-oriented environment.
• Ability to learn other accounting and database software.
• Ability to effectively communicate with all levels of the organization.
• Ability to handle a varied workload with outstanding organizational skills and good follow-through. Must understand the urgency of deadlines and effectively complete time-sensitive tasks. Must be a self-starter able to identify projects/staff in need of assistance during slow periods.
• Adaptable to a changing environment. Ability to effectively work while experiencing change in work structure, processes, requirements, or cultures.
• Able to assist in decision-making by identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for developing appropriate solutions.

RELATIONSHIPS

• Member of Finance Department; reports to Controller; works closely with members of all other Museum departments.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

Standard office work environment with related phone, computer, and printer noise. Position requires ability to operate a computer and other office productivity machinery, such as a calculator, copy machine, printer, and phone system;
Must regularly handle paperwork weighing up to 10 pounds and sit for long periods of time. May occasionally lift and/or move up to 25 pounds and also push or…