Accounting Specialist - Accounts PayableFamily First (All Pro Dad / iMOM)

Key Responsibilities

Accounts Payable

• Manage the full accounts payable cycle, including receiving, reviewing, coding, entering, and processing invoices and other payments.
• Ensure expenses are properly coded to the appropriate general ledger accounts, programs, departments, grants, and/or funding sources.
• Review invoices and supporting documentation for accuracy, appropriate approvals, and compliance with organizational policies.
• Investigate discrepancies between invoices, purchase orders, contracts, receipts, and payment records.
• Communicate with vendors and internal staff to resolve billing issues, missing documentation, duplicate invoices, and payment discrepancies.
• Maintain accurate vendor records and assist with vendor onboarding and documentation.
• Prepare and process ACH, check, credit card, and other payments in accordance with established procedures.
• Maintain organized and audit-ready AP documentation.
• Prepare Form 1099's annually.

Accounting & Month-End Support

• Assist with monthly, quarterly, and year-end closing activities.
• Prepare and post journal entries and assist with account reconciliations.
• Reconcile credit cards, bank activity, and selected balance sheet accounts.
• Review general ledger activity for unusual, incorrect, or incomplete transactions and research discrepancies.
• Assist with accruals, prepaid expenses, allocations, and other routine accounting adjustments.
• Support the preparation of financial reports and schedules for management and auditors.

Nonprofit Accounting

• Apply knowledge of nonprofit accounting principles to properly record and track organizational expenses.
• Assist with program, department, grant, and restricted-fund accounting.
• Ensure transactions are coded consistently with budget, grant, and funding requirements.
• Assist with tracking expenses against restricted funding and identifying potential coding or compliance issues.

Problem Solving & Process Improvement

• Investigate accounting issues rather than simply flagging them, identifying the cause and recommending solutions.
• Identify recurring errors or inefficiencies in AP and accounting processes and suggest improvements.
• Develop and maintain spreadsheets, schedules, and other tools that improve accuracy and efficiency.
• Serve as a resource to staff regarding proper documentation, coding, purchasing, and payment procedures.
• Exercise sound judgment while knowing when an issue should be escalated.

Qualifications

Required:

• 3+ years of experience in accounts payable and/or general accounting.
• Strong working knowledge of QuickBooks; experience with QuickBooks Online preferred.
• Understanding of general ledger accounting and the relationship between AP and financial statements.
• Experience with account reconciliations and month-end close activities.
• Strong Excel skills.
• Excellent attention to detail and organizational skills.
• Ability to research discrepancies, identify root causes, and resolve issues independently.
• Ability to manage multiple deadlines while maintaining accuracy.
• Strong written and verbal communication skills.

Preferred:

• Experience working in a nonprofit accounting environment.
• Experience with grant accounting, restricted funds, or fund accounting.
• Experience supporting an annual financial audit.
• Experience with nonprofit financial reporting requirements.
• Familiarity with 1099 reporting and vendor compliance.
• Experience with budgeting, expense allocations, or financial analysis.
• Associate or bachelor's degree in accounting, finance, or a related field, or equivalent practical experience. Location: Tampa, FL, US