Accounts Payable Administrator, Congreso de Latinos Unidos

Posted by Congreso de Latinos Unidos on December 4, 2017

The Accounts Payable Administrator is responsible for managing all aspects of the Accounts Payable function. This position manages the paperless workflow, processes invoices, tracks purchase orders, cuts checks, verifies and files supporting documentation, communicates with vendors and staff, and prepares reports as needed. As a member of the Fiscal department, he/she will also be responsible for following appropriate internal controls and fiscal compliance in all tasks.

Essential Functions

  • Retrieve invoices from emails and mail, scan and upload to vendor portal.
  • Route all invoices in the vendor portal to appropriate position for approval based on workflow.
  • Review invoices and check requests for appropriate documentation, approval, sufficient available budgets and correct general ledger coding.
  • Process check runs on a weekly basis and within 48 hours for emergency purposes.
  • Correspond with vendors and respond to inquiries.
  • Research and resolve invoice discrepancies and issues.
  • Distribute and monitor petty cash as needed and to reconcile monthly to the General Ledger.
  • Coordinate ordering and distribution of all Office Depot (or other preferred vendor for office supplies) orders for all sites on a timely basis.
  • Reconcile monthly invoice vendors to weekly checks requests.
  • Prepare AP Aging on a regular basis and responsible for reviewing and clearing old Accounts Payable.
  • Establish relationships with vendors and both internal and external contacts as appropriate.
  • Ability to work in a team structure – demonstrating ability to collaborate and contribute to the team’s work.
  • Responsible for all accounts payable filing, including final update and review at fiscal year end. This includes annual 1099 filing for all entities.
  • Recording and posting accounting transactions, performing account analyses, ensuring conformity to
  • Generally Accepted Accounting Principles (GAAP) and compliance with regulatory requirements.
  • Provide supporting documentation for audits and projects.
  • Other duties as assigned.

Finance Staff Competencies

  • Able to establish and maintain relationships with associates, auditors, representatives of industry, business and various other staff.
  • Detail oriented.
  • Able to meet deadlines in an efficient and accurate manner.
  • Strong computer skills required including Microsoft Excel and experience with or ability to learn Microsoft Dynamics Great Plains Accounting System.
  • Understanding of and implement accrual based accounting practices.
  • Knowledge of and ability to perform accounts payable procedures.
  • Knowledge of Congreso’s automated financial management system and ability to identify and correct errors and to ensure accurate application of transactions.
  • Knowledge of techniques in maintaining, balancing, and classifying accounts in an accounting system to assist in year-end closing.
  • Ability to analyze existing accounting systems and make appropriate adaptations to money handling procedures.
  • Ability to review and monitor expenditures against budget and make appropriate judgments regarding payments and purchases.
  • Effective verbal and written communication skills


Congreso is an Equal Opportunity Employer. Congreso is strongly committed to providing equal employment opportunity for all employees and all applicants for employment. All employment decisions at Congreso are made without regard to race, ethnicity, religion, color, gender, gender identity, sexual orientation, national origin, ancestry, disability or military/veteran status, or any other protected class as set forth under applicable State, Local and Federal Civil Rights Laws.

About Congreso

Congreso is a multi-service nonprofit organization whose mission is to strengthen Latino communities through social, economic, education, and health services; leadership development and advocacy. Founded in Philadelphia in 1977, Congreso has grown into a national thought leader on nonprofit performance management with an expert focus on the Latino community. Congreso is anchored by its innovative Primary Client Model (PCM™), and provides direct services to residents of the Philadelphia region while providing consult to other nonprofits and government systems nationally.

More in "Job Opportunities/AmeriCorps Opportunities"

Stay Current in Philly's Higher Education and Nonprofit Sector

We compile a weekly email with local events, resources, national conferences, calls for proposals, grant, volunteer and job opportunities in the higher education and nonprofit sectors.