JOB DESCRIPTION

Accounts Payable Specialist

Location: New York, NY

New York Common Pantry is one of the city’s largest hunger relief organizations, providing food assistance, case management services, senior food provision, nutrition education, and hygiene services. We are a dynamic, mission-driven organization experiencing rapid growth and expansion.

NYCP is a poverty-fighting organization that reduces hunger and promotes dignity, health, and self-sufficiency by using a holistic approach to reach over 122,000 distinct people -- over 729,000 visitors each year. Last year, we served over 11 million meals. Through an array of programs that we offer, we look to establish long-term stability for those we serve.

The Accounts Payable Specialist will be responsible for assisting with and performing accounts payable functions. The Accounts Payable Specialist will report to the Senior Accountant at 8 East 109th, New York, NY 10029. This is a Full-Time, 35 hours a week, and non-exempt position. The schedule for this position is Monday through Friday: 9 am - 5 pm; 1-hour lunch. This role is eligible for a hybrid work schedule. 

Responsibilities:

• Process accounts payable cash disbursements, including all check and ACH payments, ensuring accurate coding, proper authorization, complete documentation, and timely entry into Fund EZ.

• Respond to accounts payable inbox inquiries and follow up with vendors regarding payment status.

• Maintain and update vendor banking information in compliance with the organization’s ACH policy, including onboarding new vendors.

• Reconcile the monthly American Express statement and upload expense entries into Fund EZ.

• Review the AP aging schedule regularly and investigate and resolve discrepancies.

• Monitor outstanding and uncashed checks over 90 days and take appropriate follow-up action.

• Ensure all invoices are properly filed and maintained in AP vendor folders by month and vendor.

• Provide requested AP documentation in support of the year-end financial audit.

• Collaborate with the Grants and Contracts team by providing AP documentation and support for vouchers and reporting.

• Support the annual budget process as needed.

• Prepare and issue annual 1099 forms and maintain W-9 records for all vendors.

• Manage the petty cash in accordance with the organization’s petty cash policy, and ensure timely reconciliation.

• Other responsibilities as assigned.

Qualifications:

• A Bachelor’s Degree in Finance, Accounting, or a related area is required.

• A minimum of two (2) years of Accounts Payable experience is required, preferably in a not-for-profit organization. 

• Familiarity with Fund EZ or similar accounting software preferred.

• Commitment to helping the communities in need and NYCP’s work and mission.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office Suite and Google Workspace.

• Attention to detail and a high level of accuracy.

• Ability to multitask and work effectively in a fast-paced, high-volume environment.

• Comfortable working with and serving diverse populations.

This is not an exhaustive list of all responsibilities, duties, skills, efforts or requirements, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. This description does not constitute a contract of employment and NYCP may exercise its employment-at-will rights at any time.

New York Common Pantry is an Equal Opportunity Employer and is committed to providing equal employment opportunities to you without regard to race, creed, color, religion, national origin, sex, sexual orientation, pregnancy, marital status, age, veteran status, medical condition or disability, genetic information, gender identity, or any other protected status under federal, state, or local law.

Pay: $30 - $35/hour, commensurate with experience

Benefits: 

• Paid Time Off, including Vacation, Personal, and Sick

• Paid Holidays 

• 403(b) Retirement Plan 

• Pre-tax Transit benefits

• Medical, Medical Expense Reimbursement Plan, Dental, and Vision insurance

• Employer-Paid Life Insurance and Long-Term Disability

• Voluntary Life Insurance

• Voluntary Pet Insurance