Staff Accountant, Accounts Payable

Role:                                                      Staff Accountant, Accounts Payable

Reporting:                                           Deputy CFO / Controller

Primary Work Location:                    New York City (Bronx, NY office)

Annualized Compensation:              $75,000 - $85,000

Overview:  Association for Energy Affordability (AEA) is a non-profit energy services and training organization dedicated to achieving energy efficiency in buildings in order to foster and maintain affordable and healthy housing and communities.  AEAs participates in a variety of federal, state, and local energy efficiency initiatives to improve existing buildings and support high-performance new construction projects.  AEA is a national organization and leader in multifamily energy efficiency, with over 30 years of industry experience. For more information about AEA, see http://www.aea.us.org.

Position Summary:  AEA is seeking an experienced Staff Accountant, Accounts Payable

The ideal candidate will own AP and expense processing, so invoices, credit card activity, payments, and accounting records are accurate, timely, and audit ready.

Essential Duties and Responsibilities:

Summary

The Staff Accountant, Accounts Payable owns the day-to-day accounts payable and expense workflow,

including invoice and credit card review, transaction entry, payment processing, month-end close, and grant

support. The role maintains complete records, resolves exceptions, and operates within approval and segregation

of-duties requirements. The position has no direct reports.

Responsibilities

• Review invoices and supporting documentation before entry into the accounting system, confirming the vendor, amount, date, service period, terms, mathematical accuracy, approvals, and appropriate accounting and grant coding as per budget.
• Analyze American Express statements and transaction feeds, match charges and credits to receipts and approvals, and record each transaction by the underlying vendor rather than as a consolidated American Express expense; apply the correct accounting and grant coding and resolve exceptions.
• Prepare and print checks, create ACH payment batches and process approved credit-card payments according to authorized schedules; confirm that invoices are approved, due and not previously paid.
• Enter or import approved check, ACH, and credit-card payments into the accounting system, apply them to the correct invoices or vendor balances, and retain payment-batch, remittance, and approval support.
• Maintain vendor master files, form W-9 documentation, payment instructions, and the AP aging; verify banking changes, reconcile vendor statements, and resolve credits, duplicate payments, stale checks and other exceptions.
• Reconcile the accounts payable subledger to the general ledger at month end; investigate differences and submit support for independent Deputy CFO/Controller review.
• Review month-end expense cut-off and prepare supported unrecorded liability, accrual, and prepaid expense schedules and entries for Deputy CFO/Controller review.
• Support grant and contract accounting by applying approved coding and preparing vendor and expense detail for reimbursement requests and funder reports, following guidance from Program management.
• Prepare annual Form 1099 vendor files and reconciliations, obtain missing tax documentation, and assist with filing and corrections.
• Maintain AP, payment, American Express, and expense procedures and support annual financial statement and single audit testing.
• Review allocation and update the allocation schedule assigned.
• Special projects or tasks assigned by the Deputy CFO/Controller or CFO.

Qualifications

Required qualifications include a bachelor's degree in accounting, finance, or a related field, or equivalent experience; at least three years of accounts payable, expense or general accounting experience; knowledge of accrual accounting, payment processing, and reconciliations; strong Excel and accounting system skills; and disciplined follow-up.

Preferred experience includes Sage Intacct, American Express expense management, ACH and check payment processing, nonprofit or government grant accounting, restricted funding, Form 1099 reporting, and annual audits.

Must be able to legally work in the country where this position is located without visa sponsorship.

AEA requires a COVID-19 vaccination and booster for all employees. Therefore, all new employees are required to present proof of vaccination status upon hire unless they qualify for a medical or religious exemption.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement:

Applicants are considered for all positions without regard to race, color, creed, religion, age, national origin, immigration or citizenship status, gender, sexual orientation, gender identity, marital or partnership status, disability, military status, veteran status, or predisposing genetic characteristics. AEA does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. For more information on the physical requirements of this position and/or if you need reasonable accommodation for any part of the application and hiring process, please notify the agency at 212-279-3902 Ext-8265.

We maintain an inclusive culture where everyone feels safe to contribute and help us innovate and encourage people from diverse backgrounds to apply to our open roles.

TO APPLY: Interested applicants must submit a cover letter and resume. In your cover letter, please share examples of your current or past work that you were most proud of and why.

You may find all of our open positions at our Careers site here: https://aea.us.org/about/#careers

AEA offers excellent benefits, including medical/dental/vision, commuter plan, 401(k) w/ matching contribution, generous PTO, educational assistance, hybrid work arrangement and many development opportunities.