Accounts Payable & Procurement Specialist

Accounts Payable And Procurement Specialist

Join a Legacy of Hope and Empowerment at Covenant House New York!

For over 50 years, Covenant House New York (CHNY) has been at the forefront of transforming lives by providing comprehensive shelter, housing, and wrap-around support services for vulnerable homeless, runaway, and exploited youth. As the largest provider of these essential services in New York City, CHNY impacts the lives of over 1,500 young people aged 16-24 every year.

At CHNY, our doors are open to all young people in need, regardless of race, religion, sexual orientation, gender identity, and expression. Our dedicated team offers various services, including shelter, housing, education, employment, health, mental health support, youth development, and anti-human trafficking initiatives. We operate with harm reduction and trauma-informed principles to ensure the best care for our youth.

But our mission goes beyond immediate support. We are passionate advocates for systemic change, influencing public policy, and raising awareness of the critical issues surrounding youth homelessness. Our ultimate goal is to provide a safe refuge and empower young people to build a brighter future founded on compassion, unconditional love, and absolute respect.

Join us in making a difference in the lives of countless young people. Join a team that inspires long-term transformation and hope.

What You'll Do

• Procurement & Sourcing
  • Identifies and evaluates potential vendors by obtaining multiple competitive quotes and thoroughly comparing pricing, quality, and service. This ensures the organization consistently selects suppliers that offer the most cost-effective and reliable solutions, optimizing both value and performance.
  • Oversee all phases of the Purchase Order (PO) process, from initial creation and submission to internal approval routing and ongoing status tracking. Maintains clear records and communications to facilitate timely procurement and ensure all purchases are properly authorized and documented.
  • Manages the onboarding of new vendors by collecting required documentation, such as W-9s, verifying Federal ID numbers, and ensuring all information is accurately entered into and maintained in the A/P software and accounting system.
• Accounts Payable
  • Process invoices using the three-way matching technique, as applicable, with assistance from other departments, ensuring each invoice corresponds to an approved purchase order and a verified receipt of goods or services.
  • Code all invoices to the appropriate general ledger accounts, allocating expenses to the correct programs, departments, or restricted grant funds, ensuring accurate financial reporting and compliance with grant and organizational requirements.
  • Executes weekly payment runs using various methodsincluding ACH, Wire transfer, or checks (as applicable), ensuring timely and accurate disbursement of funds to vendors and service providers, while adhering to internal controls and payment policies.
• Compliance & Reporting
  • Assist with the annual 1099-NEC/MISC reporting process for contractors, ensuring accurate collection and submission of tax information in compliance with IRS regulations. Maintains detailed records to facilitate timely and error-free reporting.
  • Assist in the organization's annual financial audits by maintaining organized, audit-ready documentation of all procurement and payment activities. Supports the audit process by promptly responding to auditor requests and ensuring all records are complete and compliant.
• Performs other duties as assigned and needed.

Qualifications

• Education: Bachelor's degree in accounting, Finance, or Business Administration preferred.
• Experience: 3+ years of experience in full-cycle AP and/or purchasing; nonprofit experience is highly preferred to handle fund accounting.
• Software Skills: Proficiency in ERP systems (e.g., Sage Intacct, NetSuite, or QuickBooks) and advanced Excel skills preferred (VLOOKUPs, pivot tables).
• Exceptional attention to detail, negotiation abilities, and professional communication are needed to resolve vendor disputes
• Ability to work independently
• Excellent organizational skills and attention to detail
• Demonstrated passion for serving and helping young people