Job Description

Job Description

Job Description

Hope Mission Statement

The mission of Hope the Mission is to prevent, reduce and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions.

Position Purpose and Summary 

Every vendor payment, invoice, and reimbursement that moves through Hope the Mission has to be processed accurately, documented completely, and coded correctly. At an organization operating across dozens of sites with multiple funding sources and grant requirements, that work is not routine. The Accounts Payable and Accounting Specialist is the person who keeps it running.

Reporting to the Director of Finance, Accounts Payable, this position is responsible for high-volume accounts payable administration and related accounting functions. The Specialist processes vendor invoices, manages payment batches, maintains vendor records, codes expenditures to the correct general ledger accounts and grants, supports month-end and year-end close activities, and ensures all documentation is audit-ready and compliant with GAAP, organizational policies, and funder requirements.

Responsibilities

Accounts Payable Administration

• Process vendor invoices in accordance with organizational policies and established payment schedules

• Perform three-way matching of purchase orders, invoices, and receiving documentation

• Review invoices for completeness, proper approvals, and supporting documentation

• Monitor invoice aging and ensure timely payment of vendor obligations

• Prepare payment batches including ACH, checks, and electronic payments

• Process employee reimbursement requests and verify compliance with procurement and travel policies

• Research and resolve invoice discrepancies, duplicate payments, and vendor inquiries

Vendor Management

• Establish and maintain vendor master records

• Collect and maintain W-9s and required vendor documentation

• Monitor vendor records for completeness and accuracy

• Assist vendors with payment status and account inquiries

Expense Management and Financial Coding

• Review and code invoices, credit card transactions, reimbursements, and other expenditures to the appropriate general ledger accounts, departments, classes, and grants

• Verify expenditures are allowable, allocable, reasonable, and properly documented

• Assist with grant expense coding and funding compliance

• Monitor corporate credit card activity and reconcile supporting documentation

Financial Reporting and Month-End Close

• Assist with month-end and year-end close activities

• Prepare accounts payable schedules and supporting documentation

• Assist with reconciliations of AP-related accounts

• Prepare financial reports and analyses as requested

• Maintain organized accounting records to support financial reporting

Audit and Compliance

• Maintain audit-ready accounting documentation at all times

• Assist with annual financial audits and grant monitoring reviews

• Support preparation of IRS Form 1099 reporting

• Ensure compliance with GAAP, organizational accounting policies, procurement standards, and grant requirements

Records Management

• Maintain organized electronic and physical accounting files

• Ensure accounting documentation is retained according to the organization's record retention policy

Additional Duties

• Support continuous process improvement initiatives within the Finance Department

• Perform other duties as assigned

Requirements

• Must pass pre-employment criminal background screening

• Must pass pre-employment drug and alcohol screening

• Must provide proof of legal authorization to work in the United States

• Must comply with all organizational policies including safety, confidentiality, and conduct standards

• Must be able to lift up to 30 pounds

Qualifications

• Associate's degree in Accounting, Finance, or Business Administration required; bachelor's degree preferred

• Minimum 3 years of accounting or accounts payable experience

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