Accounts Payable Specialist (part time)

MARBLE COLLEGIATE CHURCH                                                       JOB DESCRIPTION

TITLE:                              Accounts Payable Specialist (part time)

REPORTS TO:           Director of HR and Administrative Manager for Finance

General Summary

The Accounts Payable Specialist handles the day-to-day functions of Accounts Payable and acts as a key resource and Finance Team partner for monthly reporting, budget preparation, audit, research efforts, and special projects.  The Accounts Payable Specialist also serves as back-up for Payroll and Accounts Receivable as requested.

The vision for the future of Marble Collegiate Church includes an aligned focus for all ministry areas and Program Groups with the strategic directions that resulted from the 2022 Strategic Planning process.   Each staff member at Marble is tasked with working to align their ministry with these strategic directions and build a growth and outreach plan that prioritizes these areas.

Principal Duties and Responsibilities

1. Reviews all submissions of invoices, payment requests, and bills for appropriate documentation, approval, and categorization (GL Account and department) through the Invoice Due Submission Form or other method.
2. Sets up the bill in the accounting system as appropriate for the type of payment (ACH, AvidPay, or physical check) and keeps track of due dates for prompt payment.
3. Initiates payments by ACH, AvidPay, or physical check following correct recording procedures for each.
4. Prepares a spreadsheet of wires and ACH transfers and sends it to the Director of HR and Administrative Manager for Finance for bank submission.
5. Manages day-to-day functions of the AvidXchange portal.
6. Responds to all vendor and employee inquiries regarding invoices and payments; assists with discrepancy reconciliation.
7. Partners with the Administrative Manager for Finance and the HR and Payroll Specialist in preparing, maintaining, and sending reports, adjusts/corrects account categorizations at the request of the Executive Minister, supervisor or department head and, as requested, reviews spreadsheets and reports for accuracy.
8. Assists in monthly closings, as requested by the supervisor.
9. Approves accounting system entries of Finance colleagues, as requested and assigned.  
10. Pays regular Music contractors based on department requests on a bi-weekly basis to time with the payment of employees in the same department. 
11. Partners with the Events and Space Usage Manager in developing and maintaining an efficient invoice system and incorporate that system into NetSuite.
12. Cross-trains with A/R, providing back-up, as requested.
13. Assist with the offering count one to two times per month according to a schedule developed collaboratively among the Finance Team.
14. Maintains orderly financial records online (and in person when applicable).
15. Approves accounting system entries of Finance colleagues, as requested and assigned.  
16. Performs other duties as assigned.

Specific Knowledge, Skills, Abilities, and Expectations

1. Certificate or Degree in Accounting required.
2. 3 years minimum related experience. 
3. Proficiency with NetSuite (report development skill a plus) and Microsoft Excel.
4. High level of accuracy and attention to detail is required.
5. Facility in MS Office Suite; our lead systems are PC-based with Outlook as our email system.
6. Ability to act independently and as a member of a team.
7. Self-starter who is able to meet deadlines and ensure accuracy of all work performed.
8. Ability to prepare reports and correspondence.
9. Ability to prioritize multiple tasks.

The above statements are intended to describe the general nature and scope of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all duties, skills, and responsibilities required.

Non-Exempt, October 2024

Schedule and Logistics 

The Accounts Payable Specialist can be a primarily remote position with flexible hours approved in advance by the supervisor provided all deadlines are met and they are available and responsive during business hours. Attend the monthly staff meeting in person as often as possible and be available once or twice per month on person to assist with the offering count. Staff members are encouraged to plan ahead and keep communication lines open for a healthy work/life balance. Currently, the staff has a hybrid onsite and remote work model without designated offices. However, workspaces are available during the week as needed. 

Compensation: 

$40 per hour for an maximum of 10 hours per week (unless approved in advance by the supervisor).

How to Apply*:  Please submit a cover letter and resume, through our ADP Career Center.

*People of all gender identities and sexual orientations, and members of all racial and ethnic groups, are encouraged to apply. 

Marble Collegiate Church is on Fifth Avenue and 29th Street in New York City. An open and affirming community, Marble’s history dates to 1628 and has grown and progressed with New York City to develop a worldwide reputation.