Accounts Payable/Accounts Receivable Specialist

OVERVIEW:

This is a full-time, in-person position. The AP/AR Specialist is responsible for overseeing the organization’s accounts payable and accounts receivable processes, ensuring that payments, expenses, contributions, and financial records are processed accurately and timely. This role serves as a key point of connection between staff, vendors, donors, ministry leaders, and the organization’s external accounting firm. The ideal candidate is highly organized, detail-oriented, service-minded, and able to steward financial information with accuracy, discretion, and integrity.

JOB RESPONSIBILITIES:

Accounts Payable 
• Manage daily accounts payable functions, including coding, data entry, invoice processing, and payment processing via checks, ACH, Ramp, and other approved payment methods.
• Manage recurring and auto-pay bills and ensure payments are made accurately and on time.
• Review bills submitted through Ramp by non-accounting staff, including approval, feedback, coding corrections, and supporting documentation.
• Process approved payments outside of Ramp when necessary.
• Gather, organize, and maintain supporting documentation in accordance with organizational policies and audit requirements, including contracts, legal documents, invoices, approvals, and payment receipts.
• Manage vendor setup and maintenance, ensuring vendor information is accurate and complete.
• Collect and maintain appropriate vendor documentation, including W-9s, W-8s, nonprofit verification, and other required tax documentation.
• Assist staff with vendor relationships and payment questions as necessary.
• Prepare and issue annual 1099s and maintain appropriate electronic records.
• Provide monthly reconciliation support through transaction reviews and research.
• Monitor outstanding bills, payment deadlines, duplicate payments, credits, and other discrepancies and proactively resolve issues.
• Help maintain appropriate internal controls and separation of duties within the accounts payable process.

Accounts Receivable and Giving
• Oversee the organization’s accounts receivable process and ensure incoming funds are accurately identified and recorded.
• Answer general inquiries from staff and donors regarding incoming funds, payments, and contributions.
• Provide bank and deposit documentation to the accounting firm as needed.
• Maintain the organization’s giving software and contribution records.
• Facilitate setup and implementation of new giving initiatives and giving methods.
• Prepare and issue annual giving statements.
• Research and resolve unidentified deposits, contribution discrepancies, refunds, chargebacks, and other receivable issues.
• Assist with maintaining accurate donor records while protecting confidential donor and financial information.
• Coordinate with ministry departments and the accounting firm to ensure revenue is recorded in the appropriate entity, department, fund, or program.
• Oversee EOY giving

Finance Operations
• Train new hires on applicable Finance policies, procedures, and systems.
• Administer Ramp, including troubleshooting, policy implementation, user setup and removal, card and spending controls, and approval workflows.
• Administer Ramp fund requests and assist staff with expense and purchasing processes.
• File and pay applicable sales taxes monthly with the Texas Comptroller.
• Collaborate with the accounting firm to establish new payment platforms, financial software, and integrations, including giving platforms, Brightwheel, and other systems.
• Support the weekly cash-counting process.
• Manage organizational subscriptions, including setup, payment methods, renewals, and cancellations.
• Help maintain accurate coding across departments, funds, locations, projects, and entities.
• Assist with month-end and year-end close by providing documentation, answering transaction questions, and resolving outstanding items requested by the accounting firm.
• Support annual audit preparation by gathering documentation, responding to requests, and maintaining organized financial records.
• Identify opportunities to improve financial workflows, documentation, and systems while maintaining appropriate controls.

Administrative Support 
• Maintain legal and organizational files received through mail and other sources.
• Review and update W-9s and sales tax exemption documentation as needed.
• Assist with corporate insurance renewals.
• Manage insurance coverage changes throughout the year, request certificates of insurance (COIs), and maintain organized insurance documentation.
• Maintain organized digital financial records according to the organization’s document retention practices.
• Monitor Finance-related inboxes and requests and ensure questions and tasks are addressed or routed appropriately.

EDUCATION & EXPERIENCE
• 1–3 years of accounts payable, accounts receivable, bookkeeping, or general accounting experience preferred.
• Accounting or related financial experience preferred.
• Experience with Sage Intacct and Ramp is a plus.
• Proficient in data entry, financial recordkeeping, and document management.
• Experience working with Microsoft Excel and/or Google Sheets.
• Experience working in a nonprofit, church, or ministry environment is a plus but not required.
• Familiarity with contribution management, donor records, and nonprofit accounting practices is a plus.

SKILLS & COMPETENCIES
• Exceptional attention to detail and commitment to accuracy.
• Strong organizational skills with the ability to manage multiple recurring deadlines and priorities.
• Ability to identify discrepancies and proactively research and resolve problems.
• Strong written and verbal communication skills.
• Comfortable learning and administering financial software and technology.
• Ability to work collaboratively with staff who have varying levels of financial knowledge.
• High degree of discretion and ability to maintain confidentiality regarding financial, donor, employee, and benevolence information.
• Service-oriented approach to supporting staff, vendors, donors, and ministry leaders
• Dependable follow-through and ownership of responsibilities from initiation through completion.

MINISTRY & CULTURE
• Demonstrates alignment with UPPERROOM’s mission, values, and culture.
• Approaches financial administration as an act of stewardship and service to the ministry.
• Demonstrates integrity, humility, discretion, and a willingness to serve others.
• Works collaboratively across departments and contributes positively to the overall health and culture of the staff.
• Participates in the spiritual life and rhythms of the organization as appropriate for the role.