Accounts Payable, Purchasing & Fixed Assets Specialist

Non-profit agency in Orange County is seeking a qualified person to fill the non-exempt position of Accounts Payable, Purchasing & Fixed Assets Specialist. The Accounts Payable, Purchasing & Fixed Assets Specialist supports the financial operations of the agency by managing vendor payments, coding and recording expenditures, maintaining accurate fiscal records, and ensuring timely, compliant disbursements across multiple programs and funding streams. This position oversees purchasing and procurement workflows and maintains accurate tracking of fixed assets. The Specialist ensures expenditures are properly coded, documented, and processed in accordance with internal controls, accounting standards, and state and federal reporting requirements. Working collaboratively with Finance and HR/Payroll staff, the role supports expense reimbursement workflows, contributes to financial reporting, and provides essential documentation for audits and external reviews. This role upholds accounting standards, internal controls, and funder requirements while also serving as the agency’s Notary Public for official documents. Key Responsibilities : Accounts Payable & Expenditure Management Review, code, and record vendor bills, instructor invoices, and cash disbursements ensuring accurate program and functional allocation. Process all accounts payable transactions, ensuring timely and accurate payment of vendors. Prepare and issue checks and electronic payments. Maintain an orderly and up‑to‑date accounts payable files in both digital and physical formats. Ensure compliance with applicable local, state, and federal requirements. Monitor expenditures for accuracy, proper documentation, and adherence to agency policies and procedures. Purchasing Issue purchase orders and credit card authorization numbers as required. Procure approved supplies and equipment and verify receipt of purchased items. Fixed Asset Management Maintain fixed asset records, including tagging, tracking, and documenting acquisitions and disposals. Conduct periodic verification of asset locations and inventory records. Employee Expense Reimbursement Review and verify employee expense reimbursement submissions for accuracy, documentation, and policy compliance. Code and record approved reimbursements in coordination with payroll schedules in QuickBooks. Maintain reimbursement records for audit, reporting, and compliance purposes. Collaborate with supervisors and HR/Payroll staff to resolve discrepancies and ensure timely processing. Financial Reporting & Audit Support Assist in preparing monthly, quarterly, and annual budget reports. Provide documentation and support for audits, accountant reviews, and the preparation of Form 990. Support internal controls and financial procedures to promote accurate, transparent, and compliant accounting practices. Administrative Support Provide administrative support to the Finance Director, including vendor correspondence, record management, and financial documentation. Manage incoming mail and office supply inventories. Perform other administrative and fiscal duties as assigned. Qualifications Associate’s degree in Accounting, Finance, or Business Administration required; Bachelor’s degree preferred. Minimum 2–5 years of accounts payable or bookkeeping experience, preferably in a multi‑funded nonprofit or government‑funded organization. Proficiency in QuickBooks and Microsoft Excel required. Knowledge of GAAP and fund accounting principles. Strong organizational skills, attention to detail, and accuracy in data entry and recordkeeping. Experience allocating expenses to the correct grant, program, or funding stream. Ability to manage multiple tasks, prioritize effectively, and meet deadlines. Excellent communication and interpersonal skills; ability to work collaboratively with staff and external partners. Preferred - Commissioned Notary Public in New York State or willing to obtain certification within 60 days of hire.…

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