Accounts Payable Specialist

UNITED WAY OF SOUTH HAMPTON ROADS

Title: A/P Specialist Department: Finance Report To: Controller Date Created: November 2024

Why Work for United Way: Do you want to leave work every day knowing that you made an impact? At United Way of South Hampton Roads (UWSHR), you’ll work in a fun and supportive environment where every day is a new opportunity to make a difference. If you talk to our employees, the single trait we all have in common is passion. We work hard because we love what we do and we know how much our community needs us. You’ll learn from some of the best in the business and be constantly challenged in an ever-changing industry. Plus, we offer excellent benefits and opportunities for advancement. If you want to be great while doing good, join the United Way team. Objectives & Expectations: Under general supervision, create and maintain accounting records for UWSHR using the QuickBooks Desktop application. Assist the Senior Accountant with accounts payable and other accounting functions. Competencies:

• Mission-Focused: Catalyzes others’ commitment to mission to create real social change that leads to better lives and healthier communities

• Relationship-Oriented: Is astute in cultivating and managing relationships toward a common goal
• Collaborator: Understands the roles and contributions of all sectors of the community and can

mobilize resources (financial and human) through meaningful engagement
• Results-Driven: Dedicated to shared and measurable goals for the common good; creating,

resourcing, scaling, and leveraging strategies and innovations for broad investment and impact
• Strength of Character: Demonstrates ability to be approachable and cooperative while also being

a successful executive leader
• Brand Steward: Steward of the brand and understands his/her role in growing and protecting the

reputation and results of the greater network
• Visionary: Confronts the complex realities of the environment and simultaneously maintains faith

in a different and better future, providing purpose, direction and motivation
• Team-Builder: First ensures that the right people are in the right roles at the right times; fostering

commitment, trust, and collaboration among multi-cultural leaders and stakeholders
• Outward Turning: Understands the dynamics of local, regional, and national environments, and

works on an agenda rooted in the community’s own perception of its needs and aspirations
• Business Acumen: Possesses a high-level of broad business and management skills and is

effective at using financial resources wisely and for the greatest impact
• Network-Oriented: Values the power of networks; striving to leverage United Way’s breadth of

community presence, relationships and strategy

Core Values:

• We are responsive to each other and to the community. We do our best to anticipate challenges and needs so we can proactive address them. We do NOT react, we respond – promptly, appropriately and thoughtfully.

• We build trust by being transparent, authentic and vulnerable. We communicate openly and listen with respect and empathy. We do NOT shy away from tough conversations or backtrack on our commitments.

• We are determined and steadfast in our commitment to our goals. We are persistent and tenacious, and seek creative solutions to overcome obstacles. We do NOT let failure keep us down – we brush it off and try again with renewed dedication the next day.

• We are team players, always seeking opportunities to go above and beyond our job description to help our colleagues and partners. We aim to create a positive, fun environment where we are proud to be ourselves. We do NOT work in silos, but instead play to each other’s strengths and cover each other’s blind spots.

• We care about community because to us, this work is personal. It’s for our families, our neighbors, our children, our friends. We are all here because we want our work to matter – to have some higher purpose – and we want to surround ourselves with others who desire the same. It’s NOT just a paycheck, it’s a purpose.

Key Skill Requirements:

• Understand the account and company setup steps and maintain a general knowledge of the major areas of QuickBooks Desktop application.

• Import data from outside sources into QuickBooks
• Create and maintain vendor records, including contact information, payment terms, and any other

information required. Job Resposibilities:

• Assist with bills and cash disbursement to clients and partners
• Manage bills received from vendors
• Prepare 1099’s for vendors
• Process payments and control expenses by receiving, processing, coding (using GL codes),

verifying, and reconciling invoices.
• Ensure that all company procedures, approval processes, and internal controls related to

accounts payable are followed
• Charge expenses to accounts and cost centers by analyzing invoices and expense reports
• Prepare A/P checks and ACH batches
• Verifiy vendor accounts by reconciling monthly statement and related transactions
• Scan and maintain A/P records
• Make bank deposits, order checks, verify bank drafts and charges, and resolve bank errors
• Perform miscellaneous job-related duties as assigned.

Qualifications:

• Excellent knowledge of computers and the Internet – work fluently with Microsoft Office, Outlook, Windows operating systems, and PCs.

• Ability and aptitude for working with numerical data.
• Attention to detail
• Solid understanding of QuickBooks Desktop
• Ability to effectively manage time, meet deadlines, and work under pressure.
• Ability to work independently and as a member of a team.
• Ability to communicate effectively, both orally and in writing.
• Knowledge of general office procedures, such as copying, faxing, filing, and shredding.
• Nonprofit accounting background a plus
• Flexible and adaptable to change.

Working Environment: Typical office environment with some time spent in outside meetings. Nights and weekends may be required for special events or meetings. Physical Requirements:

• This job may require exerting up to 25 pounds of force frequently, and/or a negligible amount of force constantly to move objects

• Worker must frequently talk, hear and use typical office equipment
• Walking, standing or sitting for extended periods of time
• Ability to provide personal transportation
• Ability to operate a computer for extended periods

Why is United Way of South Hampton Roads a Great Place to Work?
• 37.5-hour work week
• Remote Mondays and Fridays
• Flexible and compressed schedule opportunities
• Competitive pay
• 403(b) retirement match up to 11%
• Health and dental insurance – employer pays 80% for employees/74% for dependents
• Health Savings Account or Flexible Spending Account

Other employer-paid benefits:
• Short-term and long-term disability insurance
• Cell phone stipend
• Term life insurance
• 18 days of paid time off (PTO) the first year of employment
• 11 federal holidays
• Parental leave up to 12 weeks
• 4 hours per month for personal appointments (doctor, dentist, legal, etc.)

• Volunteer policy (serve up to 8 hours per year at another nonprofit)
• Bereavement leave
• Jury duty leave
• Quarterly social events
• Professional development opportunities
• And so much more!

United Way of South Hampton Roads is an Equal Opportunity Employer. In order to provide equal employment and advancement opportunities to all individuals, employment decisions at UWSHR will be based on merit, qualifications, and abilities. UWSHR does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status or genetics. Please Note: Requirements, skills, and abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of this position with or without reasonable accommodation. In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive.