Accounts Payable Specialist

POSITION SUMMARY:

The Accounts Payable Specialist, under the supervision of the Deputy Director of Finance and Compliance, and in conjunction with the accounting division of the Public Finance Authority, is responsible for the management of agency expenses and accurate and timely processing of vendor, contractor, and subrecipient payments in support of the expenditures and execution of disaster recovery and other federally funded programs. This position ensures all disbursements comply with federal, territorial, and organizational requirements, while maintaining strong internal controls and accurate financial records. The role requires coordination with the accounting team, program staff, project managers, and other internal and external partners to support fiscal accountability, transparency, and program success.

KEY RESPONSIBILITIES:

• Invoice & Payment Processing:
  • Review and verify invoices, contracts, and payment packages for eligibility, accuracy, and compliance prior to processing
  • Match invoices to purchase orders, contracts, and support documentation.
  • Enter and code invoices into the accounting system and prepare payment batches for approval.
  • Process vendor, contractor, and subrecipient payments through checks, ACH, or wire transfers in accordance to contractual timelines

• Reconciliation Monitoring:
  • Maintain and reconcile accounts payable records against general ledgers and grant tracking spreadsheets.
  • Monitor outstanding obligations to ensure timely processing and prevent expiration of funds.
  • Assist with monthly, quarterly, and annual reviews of obligations and expenditures for all federally funded programs.
  • Maintain accurate vendor files, including W-9 forms and payment history.

• Audit & Compliance Support
  • Ensure all AP activities comply with internal controls, OMB requirements, and specific federal program guidelines (FEMA PA, HMGP, FHWA-ER, CDBG-DR, etc.)
  • Prepare payment documentation, schedules, and reconciliations for internal and external audits.
  • Implement and maintain corrective actions as directed by finance leadership following audit findings.

• Communication & Coordination
  • Serve as the primary point of contact for vendor and subrecipient payment inquiries.
  • Work with program managers and project staff to resolve invoice discrepancies, coding issues, or documentation gaps.
  • Provide guidance on payment procedures to staff and external partners, ensuring compliance with grant and program terms.
  • Act as a primary liaison with the Public Finance Authority Comptroller and accounting team.

POSITION REQUIREMENTS AND QUALIFICATIONS:

Education:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred; associate degree with relevant experience accepted.

Experience:

• 2–3 years of accounts payable, financial administration, or grants management experience.
• Knowledge of accounting principles, internal controls, and federal grant compliance requirements.
• Proficiency with Microsoft Excel and accounting/financial management systems.
• Strong organizational skills and attention to detail.
• Ability to meet deadlines and work under pressure.
• Excellent communication skills and commitment to customer service.

SALARY:

$52,000 – $57,000 per annum, depending upon qualifications.

APPLICATION INSTRUCTIONS:

Applicants are required to submit a cover letter and resume either via the ODR website or by email to [email protected] by January 30, 2026.