Accounts Payable & Expense Specialist at U.S. Naval Academy Alumni Association & Foundation in Annapolis, MD, USA

Job description

• The Accounts Payable & Expense Specialist plays a key role in supporting the financial operations of the Association and Foundation through the accurate and timely processing of invoices, employee expense reports, vendor payments, and related accounting activities. This position works closely with employees, vendors, Class Presidents, and Finance team members to ensure compliance with organizational policies, maintain strong internal controls, and provide excellent customer service. The ideal candidate is detail-oriented, organized, customer-focused, and comfortable managing multiple priorities in a fast-paced environment. This is a non-exempt position reporting to the Director, Financial Operations.

Responsibilities

• Process invoices, employee expense reports, and vendor payments through Blackbaud Financial Edge NXT/BBXP, ensuring appropriate coding, approvals, and supporting documentation are complete.
• Review invoice and expense submissions for accuracy, compliance with organizational policies, and proper general ledger and project coding.
• Support weekly AP processing, including check and EFT payment runs, cash requirement reviews, and payment documentation.
• Maintain vendor records, including W-9s, ACH/EFT information, remit-to addresses, and year-end reporting documentation.
• Serve as a primary point of contact for employees and vendors regarding invoices, payments, expense reports, and related questions.
• Coordinate class-related invoices and payment requests, working directly with Class Presidents and vendors to resolve questions and ensure timely payment processing.
• Reconcile AP-related accounts and activity and prepare correcting or reclassifying journal entries as needed.
• Assist with month-end close, annual audit support, and 1099 preparation and reporting.
• Support AP workflows, SOP compliance, process improvements, and document management.
• Assist with special projects and other duties as assigned.

Requirements

• Minimum one (1) year of accounts payable, accounting, or related finance experience, preferably within a nonprofit environment.
• Working knowledge of accounting principles, accounts payable processes, and employee expense reporting.
• Experience with Blackbaud Financial Edge NXT, BBXP, Concur, or similar financial systems preferred.
• Experience maintaining vendor records and supporting annual audit and 1099 reporting preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent communication and customer service skills, with the ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive financial information.

Skills

Required

• Detail-oriented
• Organized
• Customer-focused
• Comfortable managing multiple priorities
• Excellent communication
• Customer service skills
• Problem-solving
• Attention to detail
• Confidentiality
• Sound judgment
• Microsoft Excel
• Microsoft Office applications

Benefits

• This position offers a competitive salary commensurate with experience and the opportunity to participate in the organization's annual bonus program, when eligible. Bonus awards are discretionary and not guaranteed. You would also be eligible for a generous benefits plan which includes medical, dental, vision, an FSA, an HSA, a fully-vested 403(b) retirement plan with employer matching, 22 days of accrued paid time off (PTO) per fiscal year, 14 paid holidays per calendar year, group life insurance, short-term & long-term disability, identity theft protection, and annual opportunities for professional development. Although not guaranteed, certain additional benefits may be offered through the Naval Academy, such as use of certain recreational facilities (including the Brigade Sports Complex gym, marina and indoor/outdoor pools), as well as category II eligibility for employee children to apply to the Naval Academy Primary School.