Accounts payable and receivable specialist

Position Title: Accounts Payable and Receivable Specialist

Reports To: Chief Financial Officer (CFO)
FLSA Status: Full-Time, Exempt
Location: Philadelphia, PA (On-site)
Salary Range: $52,000 – $62,000 annually (commensurate with experience)

Job Description: Accounts Payable and Receivable Specialist

Summary

The Accounts Payable and Receivable Specialist is responsible for ensuring the accurate and timely processing of all payables and receivables to support OIC Philadelphia’s operational and financial integrity. This dual-function role manages the end-to-end flow of invoices, reimbursements, receipts, and deposits—ensuring compliance with grant and contract requirements, internal controls, and GAAP standards. Working closely with program, development, and finance teams, this position ensures that financial transactions are recorded accurately and that vendor, client, and funder relationships are managed with professionalism and accountability.

Key Responsibilities

Accounts Payable (A/P)

• Review, code, and process vendor invoices, purchase orders, and payment requests promptly and accurately.
• Maintain organized digital and physical records for all disbursements, including check runs, ACH payments, and wire transfers.
• Reconcile vendor statements and resolve discrepancies in a timely manner.
• Manage employee reimbursements and ensure adherence to OIC’s expense and travel policies.
• Prepare weekly payment batches for approval by the CFO.
• Support audit and grant documentation by maintaining complete A/P records.

Accounts Receivable (A/R)

• Prepare and issue invoices for grants, contracts, and earned-revenue activities in accordance with funding terms and timelines.
• Record and apply incoming payments (checks, ACH, cash) accurately in the accounting system.
• Monitor accounts receivable aging activities and follow up on outstanding balances.
• Maintain accurate records of funder billing cycles, payments received and balances due.
• Collaborate with development and program staff to ensure receivables align with contract milestones and grant reporting requirements.
• Prepare monthly receivables summaries for the CFO and management team.

Financial Reporting and Compliance

• Support month-end and year-end close processes by preparing reconciliations, schedules, and journal entries as assigned.
• Ensure all A/P and A/R transactions comply with funder regulations, internal approval workflows, and OIC policies.
• Assist in annual audit preparation and respond to auditor and funder inquiries.
• Always maintain confidentiality and integrity of financial data.

Systems and Process Improvement

• Utilize accounting software (e.g., QuickBooks or Sage Intacct) to manage all payables and receivables transactions.
• Coordinate with the Data and Finance teams to ensure consistency between accounting systems and Salesforce.
• Recommend process enhancements to increase efficiency and strengthen internal controls.
• Contribute to automation and digital transformation efforts supporting OIC’s operational excellence goals.

Skills & Competencies

• Strong understanding of GAAP and nonprofit financial reporting.
• Proficiency in accounting systems (QuickBooks, Sage Intacct, or similar).
• Excellent Excel skills and comfort with cloud-based data platforms; Salesforce experience a plus.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills with the ability to collaborate across departments.
• Commitment to OIC’s mission of workforce development, digital equity, and community empowerment.

What sets us apart

Our work environment is collaborative and focused and will provide you with the opportunity for deep utilization of your talent and real opportunities for growth.

• We have a dedicated team who share a common passion – to serve our community.
• A company culture that strives to exceed expectations in everything we do.
• A diverse and inclusive culture that embraces innovation.

Work Environment

Standard office setting with opportunities for hybrid work upon approval. Regular coordination with finance, development, and program staff. Occasional physical activity such as organizing files or preparing materials for audits.

About OIC of Philadelphia

OIC of Philadelphia, founded by Reverend Dr. Leon H. Sullivan, is a leading workforce development and education organization dedicated to economic empowerment and social justice. Through training, digital access, and community engagement, OIC equips individuals with the skills and opportunities to achieve self-sufficiency and success.

Mission

OIC Philadelphia stands at the intersection of workforce development, social equity, and economic empowerment by connecting individuals to future proof employment that provides a family sustaining wage with career ladder opportunities for growth.

How to Apply: To be considered for this opportunity to join our team, email your resume

and cover letter to [email protected].

DISCLAIMER: The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.

Job Type: Full-time

Pay: $52,000.00 - $62,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Philadelphia, PA 19122 (Required)

Work Location: In person