Accounts Payable Specialist

About: New America is a think tank and civic enterprise dedicated to renewing the promise of America by continuing the quest to realize our nation’s highest ideals, honestly confronting the challenges caused by rapid technological and social change, and seizing the opportunities those changes create. From our founding in 1998, New America has been building a different kind of think tank: one dedicated to public problem-solving. Our talented team is more than just policy specialists— we’re visionary researchers, changemakers, technologists, and storytellers who understand the challenges and opportunities presented by dramatic social and technological change.

Primary Function:  The Accounts Payable Specialist is responsible for processing Accounts Payable transactions, processing disbursements, managing vendor communications, preparing vendor and consultant contracts, maintaining Concur, and maintaining accurate financial records.

Responsibilities:

• Process all employee expense reimbursements in Concur; review for appropriate documentation and account coding; follow up with employees to resolve issues
• Process invoices from vendors, contractors, and state/federal agencies; review each for appropriate documentation and management approval; detect and correct any discrepancies; enter into accounting software
• Monitor Finance mailbox; respond to requests in a timely manner; direct mail incorrectly sent to Finance to the appropriate person/team; follow-up on unresolved matters until completely answered
• Set up bi-weekly ACH and wire disbursements in the banking system
• Process physical checks when requested by a vendor
• This position is hybrid, onsite presence at our Washington, DC office is required once a week. During this in-office day, the team member will be responsible for handling essential administrative tasks, including processing outgoing checks and managing incoming mail.
• Process credit card bills; reconcile all corporate card statements to reports and receipts submitted by cardholders via Concur
• Maintain vendor information, including banking information and W-9s
• Interact with program directors, grant managers, and vendors; serve as primary interface with other departments on AP initiatives and process changes
• Assist in month-end closing procedures; record journal entries to adjust balances or reclass expenses as needed; reconcile related accounts to the general ledger monthly
• Assist with year-end 1099s
• Prepare vendor and consultant contracts; communicate with project managers regarding details of contracts; facilitate execution of contracts via Adobe Sign or Box Sign
• Maintain a schedule of contracts to track terms and monitor status
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices
• Assist with external audits and other projects as assigned
• Add value through process improvement and creating workflow efficiencies, e.g. reduce processing time, improve accuracy, and reduce paper-based processes

 Other Duties:

• Assist with Finance team admin duties such as sorting mail and scheduling team meetings; logging checks received via mail and distributing copies to Development
• The incumbent may be asked to perform additional duties and take on other responsibilities as dictated by events and circumstances.

Qualifications and  Requirements:

• 3+ years of working experience in accounting with a focus on Accounts Payable
• AA Degree in Accounting, Finance, or a related field. BA/BS is a plus
• Ability to seamlessly handle multiple deliverables, and the discretion to maintain confidential information
• Ability to effectively communicate in the English language verbally and in writing
• Proficient in MS Office applications such as Excel, Word, Outlook, etc.
• Knowledge of Microsoft Dynamics – Serenic Navigator is a plus

Compensation and Benefits: This position is a full-time role with benefits. The annual salary will be between $65,000.00 - $70,000.00, depending on experience.

New America offers a highly competitive benefits package that includes health care, dental, and vision coverage; a generous retirement plan; paid time off; observes all federal holidays; and an office-wide closure between Christmas and New Year’s Day.

Location: Hybrid mode in New America’s Washington, D.C. offices

Application Process :

Please submit a resume and cover letter.  Applications are reviewed on a rolling basis.

No phone calls or emails will be answered

Originality and Transparency: At New America, we value authentic voices and intellectual property rights. All application materials, including, cover letters, writing samples, and any other submissions, must be solely your own original work. The use of AI text generation tools like ChatGPT, language models, or other artificial intelligence writing assistants is strictly prohibited for any part of your job application. Submissions found to contain AI-generated content will be immediately disqualified from consideration. Applicants have a responsibility to be fully transparent about authorship and any tools or resources utilized. We celebrate human ingenuity and want to hear your genuine thoughts and experiences.

New America is an equal-opportunity employer committed to hiring a diverse workforce at all levels of the organization thereby creating a culture that allows us to better serve our clientele, our employees, and our communities. We value and encourage the contributions of our employees and strive to create an environment where everyone can reach their full potential and drive outstanding results. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state, or federal law. This policy applies with regard to all aspects of one’s employment, including hiring, transfer, promotion, compensation, eligibility for benefits, and termination. This is a bargaining unit position.