Accounts Payable Specialist

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Phoenix, AZ, US


JOB SUMMARY

The Accounts Payable (AP) Specialist is responsible for the accurate and timely processing of vendor invoices, purchase orders, payments, and reimbursements. This role ensures strong documentation, compliance with internal controls, and high‑quality customer service to internal staff and external vendors. The position also supports procurement, assists with internal and external audits, provides analyses, prepares 1099s, and participates in continuous improvement of AP workflows.


JOB RESPONSBILITIES

  • Processes vendor invoices, purchase orders, and expense reimbursements
  • Ensures proper coding, documentation, and approval before payment
  • Inputs data into the accounts payable system/module
  • Prepares weekly AP batches, check runs, and payments for review, signature, and distribution
  • Reconciles accounts payable activity and assists with resolving discrepancies
  • Maintains accurate vendor records and responds to vendor inquiries
  • Manages AP system configurations, approval routing rules and user access
  • Performs monthly AP aging analysis and prepare reports for leadership
  • Analyzes vendor spend to identify cost-saving opportunities, duplicate spend or trends
  • Receives, routes, and tracks invoices and purchase orders between departments
  • Supports purchasing and procurement processes, including reviewing terms, pricing, and contract documentation
  • Assists in auditing and managing the approved vendor list
  • Maintains AP documentation, audit trails, and organized departmental records
  • Assists with performing internal audits of procedures and supports annual external audit activities
  • Owns and updates AP policies and procedures, ensuring compliance and fraud prevention controls
  • Maintains and enforces procurement policies, including spend thresholds and competitive bids
  • Participates in vendor negotiations, renewals, RFPs
  • Prepares and supports the issuance of 1099 forms
  • Reviews, tracks, and processes specialized billings, including grant‑related and construction progress payments
  • Makes daily bank deposits as needed
  • Organizes, tracks, and issues company property such as credit cards, cell phones, etc
  • Assists with exploring and implementing process improvements for AP efficiency
  • Performs other duties as assigned. - Trains staff on AP procedures and policies, including systems for uploading and coding receipts
  • Serves as AP subject matter expert for AP systems, ensuring consistency and compliance across the Organization
  • Provides excellent internal and external customer service, ensuring timely communication

EDUCATION and/or EXPERIENCE, LICENSURE and CERTIFICATION

  • Must possess a high school diploma or equivalency certificate and minimum of 3 years of accounts payable experience

KNOWLEDGE, ABILITY and SKILLS

  

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  • Strong attention to detail, accuracy, and organization.
  • Ability to work well under pressure in a high‑volume environment.
  • Proficiency with accounting systems and Microsoft Excel.
  • Knowledge of purchasing systems; Blackbaud and/or Ramp preferred.
  • Understanding of internal controls, audit processes, and AP best practices.
  • Strong customer service and communication skills.
  • - Experience with technology‑enabled or AI‑assisted AP tools preferred.
  • WORKING CONDITIONS and DRIVING
  • Travel between Boys & Girls Club of the Valley branches and schools as needed

EXPECTATION of EXCELLENCE

Boys & Girls Club of the Valley supports a culture of excellence in all we do and all employees are expected to reflect these values in their daily responsibilities. To be sure we meet our obligations for high performance in all areas, we organize our goals and efforts under these six Pillars of Excellence:


SERVICE

 Every decision and action is driven to serve our youth and teens.

TEAMWORK

 We thrive on collaboration and believe we can achieve greatness together.

ACCOUNTABILITY

 We lead with integrity and own our actions, decisions and commitments.

INNOVATION

We are creative problem solvers always looking to learn and improve.

HEALTHY LIVING

We strive for energizing integration of work and home and support a healthy lifestyle to model for our Club Kids

 

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