AP Specialist / Bookkeeper

New York, United States Part-time


Heritage of Pride is seeking a reliable professional to help us properly maintain our financial records. The individual in this role will maintain current accounts, assist in invoicing functions, analyze expense reports, work with sponsors to collect funds, and reconcile monthly statements.

This is an hourly position. Compensation is negotiable.


Accounts Payable Functions

  • Review and process all payable requests and supporting documentation for accuracy and completeness.
  • Communicate with staff and vendors/sponsors to ensure all requests for payment are accompanied by original invoices, purchase orders and/or check requests.
  • Reconcile payable reports each month to confirm that all amounts paid were accurate.
  • Maintain petty cash accounts and log all outgoing disbursements.
  • Issuing stop-payments or purchase order amendments.
  • Resolving purchase order, contract, invoice, or payment discrepancies and documentation.
  • Validates expense report reimbursement requests and signs off on reimbursement requests.
  • Processes requests for cash advances, reviews and approves subsequent receipts and documentation.
  • Review vendor statements and investigate discrepancies.
  • Maintain Quickbooks accounting system, issue wires, prepare and produce checks for management approval.
  • Respond to W9 requests.

Accounts Receivable Functions

  • Ensure credits owed to the organization are received/applied.

Bookkeeping Functions

  • Maintains the accounting system by recording entries, verifying and posting account transactions.
  • Maintain General Ledger Reports. Charges expenses to accounts and cost centers by analyzing invoice/expense reports.
  • Obtain approval and account coding of invoices, reimbursement requests, and purchase orders. Maintain Vendor files
  • Review and reconcile the organization’s monthly credit card statements.
  • Distribution of Petty Cash.
  • Prepare and complete bank deposits.
  • Assemble information for external auditors for the annual audits.
  • Assists with budget preparation and entry into accounting system.
  • Maintains an orderly accounting system.
  • Performs other duties as assigned by Treasurer or the Managing Director.


  • Bachelor’s Degree in Accounting, Finance or related discipline.
  • 2+ years experience in accounts payable and bookkeeping.
  • Experience with 501c(3) is strongly preferred.
  • Proficiency with QuickBooks, various productivity platforms, online services, and databases, including: Microsoft Office, Google Apps, Dropbox, Eventbrite (or similar), Salesforce (or similar).
  • Excellent communication skills. Position requires frequent contact with the public, volunteers, and sponsors.
  • Strong organizational ability.
  • Strong time-management skills with the ability to deliver results on strict timetables.
  • Strong personal work ethic and the desire to take pride in assigned projects.
  • Strong analytical skills, including great attention to detail and the ability to manage large pools of data.
  • A demonstrated commitment to the LGBT community and social just causes.


The work takes place in an office setting for most of the duration. The bulk of the workload occurs in the Spring and Summer.


Qualified candidates should submit their resume and a thoughtful cover letter at the following link. Your cover letter should be specific to this position. Applications that do not follow these requirements will not be considered. No phone calls, please.

Apply for this opening at http://nycpride.recruiterbox.com/jobs/fk0f8ef?apply=true