Accounts Payable Specialist
Boys & Girls Clubs of the Valley - BGCArizona, Phoenix, AZ, United States
Accounts Payable Specialist
The Accounts Payable (AP) Specialist is responsible for the accurate and timely processing of vendor invoices, purchase orders, payments, and reimbursements. This role ensures strong documentation, compliance with internal controls, and high-quality customer service to internal staff and external vendors. The position also supports procurement, assists with internal and external audits, provides analyses, prepares 1099s, and participates in continuous improvement of AP workflows.
Processes vendor invoices, purchase orders, and expense reimbursements
Ensures proper coding, documentation, and approval before payment
Inputs data into the accounts payable system/module
Prepares weekly AP batches, check runs, and payments for review, signature, and distribution
Reconciles accounts payable activity and assists with resolving discrepancies
Maintains accurate vendor records and responds to vendor inquiries
Manages AP system configurations, approval routing rules and user access
Performs monthly AP aging analysis and prepare reports for leadership
Analyzes vendor spend to identify cost-saving opportunities, duplicate spend or trends
Receives, routes, and tracks invoices and purchase orders between departments
Supports purchasing and procurement processes, including reviewing terms, pricing, and contract documentation
Assists in auditing and managing the approved vendor list
Maintains AP documentation, audit trails, and organized departmental records
Assists with performing internal audits of procedures and supports annual external audit activities
Owns and updates AP policies and procedures, ensuring compliance and fraud prevention controls
Maintains and enforces procurement policies, including spend thresholds and competitive bids
Participates in vendor negotiations, renewals, RFPs
Prepares and supports the issuance of 1099 forms
Reviews, tracks, and processes specialized billings, including grant-related and construction progress payments
Makes daily bank deposits as needed
Organizes, tracks, and issues company property such as credit cards, cell phones, etc
Assists with exploring and implementing process improvements for AP efficiency
Trains staff on AP procedures and policies, including systems for uploading and coding receipts
Serves as AP subject matter expert for AP systems, ensuring consistency and compliance across the Organization
Provides excellent internal and external customer service, ensuring timely communication
Must possess a high school diploma or equivalency certificate and minimum of 3 years of accounts payable experience
Strong attention to detail, accuracy, and organization
Ability to work well under pressure in a high-volume environment
Proficiency with accounting systems and Microsoft Excel
Knowledge of purchasing systems; Blackbaud and/or Ramp preferred
Understanding of internal controls, audit processes, and AP best practices
Strong customer service and communication skills
Travel between Boys & Girls Club of the Valley branches and schools as needed
Boys & Girls Club of the Valley supports a culture of excellence in all we do and all employees are expected to reflect these values in their daily responsibilities. To be sure we meet our obligations for high performance in all areas, we organize our goals and efforts under these six Pillars of Excellence:
SERVICE: Every decision and action is driven to serve our youth and teens.
TEAMWORK: We thrive on collaboration and believe we can achieve greatness together.
ACCOUNTABILITY: We lead with integrity and own our actions, decisions and commitments.
INNOVATION: We are creative problem solvers always looking to learn and improve.
HEALTHY LIVING: We strive for energizing integration of work and home and support a healthy lifestyle to model for our Club Kids
The Accounts Payable (AP) Specialist is responsible for the accurate and timely processing of vendor invoices, purchase orders, payments, and reimbursements. This role ensures strong documentation, compliance with internal controls, and high-quality customer service to internal staff and external vendors. The position also supports procurement, assists with internal and external audits, provides analyses, prepares 1099s, and participates in continuous improvement of AP workflows.
Processes vendor invoices, purchase orders, and expense reimbursements
Ensures proper coding, documentation, and approval before payment
Inputs data into the accounts payable system/module
Prepares weekly AP batches, check runs, and payments for review, signature, and distribution
Reconciles accounts payable activity and assists with resolving discrepancies
Maintains accurate vendor records and responds to vendor inquiries
Manages AP system configurations, approval routing rules and user access
Performs monthly AP aging analysis and prepare reports for leadership
Analyzes vendor spend to identify cost-saving opportunities, duplicate spend or trends
Receives, routes, and tracks invoices and purchase orders between departments
Supports purchasing and procurement processes, including reviewing terms, pricing, and contract documentation
Assists in auditing and managing the approved vendor list
Maintains AP documentation, audit trails, and organized departmental records
Assists with performing internal audits of procedures and supports annual external audit activities
Owns and updates AP policies and procedures, ensuring compliance and fraud prevention controls
Maintains and enforces procurement policies, including spend thresholds and competitive bids
Participates in vendor negotiations, renewals, RFPs
Prepares and supports the issuance of 1099 forms
Reviews, tracks, and processes specialized billings, including grant-related and construction progress payments
Makes daily bank deposits as needed
Organizes, tracks, and issues company property such as credit cards, cell phones, etc
Assists with exploring and implementing process improvements for AP efficiency
Trains staff on AP procedures and policies, including systems for uploading and coding receipts
Serves as AP subject matter expert for AP systems, ensuring consistency and compliance across the Organization
Provides excellent internal and external customer service, ensuring timely communication
Must possess a high school diploma or equivalency certificate and minimum of 3 years of accounts payable experience
Strong attention to detail, accuracy, and organization
Ability to work well under pressure in a high-volume environment
Proficiency with accounting systems and Microsoft Excel
Knowledge of purchasing systems; Blackbaud and/or Ramp preferred
Understanding of internal controls, audit processes, and AP best practices
Strong customer service and communication skills
Travel between Boys & Girls Club of the Valley branches and schools as needed
Boys & Girls Club of the Valley supports a culture of excellence in all we do and all employees are expected to reflect these values in their daily responsibilities. To be sure we meet our obligations for high performance in all areas, we organize our goals and efforts under these six Pillars of Excellence:
SERVICE: Every decision and action is driven to serve our youth and teens.
TEAMWORK: We thrive on collaboration and believe we can achieve greatness together.
ACCOUNTABILITY: We lead with integrity and own our actions, decisions and commitments.
INNOVATION: We are creative problem solvers always looking to learn and improve.
HEALTHY LIVING: We strive for energizing integration of work and home and support a healthy lifestyle to model for our Club Kids