Accounts Payable and Finance Administrator

YMCA of Greater hartford Job Description

Job Title: Accounts Payable Administrator

FLSA Status: Non-exempt

Primary Department: Finance

Reports to: Controller

Revision Date: 10/12/2026Leadership Level: Leader

The YMCA of Greater Hartford is an association open to all committed to helping people reach their potential in spirit, mind, and body. Our commitment is based on the belief that the purpose of this three-fold development is to live out the values of Caring, Honest, Respect and Responsibility.

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Accounts Payable Administrator at the Greater Hartford YMCA creates a safe and positive atmosphere that welcomes and respects all individuals while receiving and maintaining all information pertaining to the accounts payable system.

OUR CULTURE:

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

1. Manage the overall accounts payable process for the Association making sure that Association policies and processes are followed, activity is processed in a timely manner, and that vendors are paid accurately and timely.

2. Communicate with the Controller on a regular basis to address problems and concerns that arise. Assist as necessary in resolving problems and training staff to reduce future problems.

3. Maintains responsive and cooperative relationships with vendors and branches regarding accounts payable transactions and balances.

4. Organizes resources and deliverables to best meet intended goals and outcomes.

5. Set up vendors with proper name, address and tax information to ensure proper tax reporting.

6. Processes invoices for payment ensuring accurate invoice dates and invoice number to reduce the risk of duplicate payments and late payments.

7. Monitor Invoices submitted for review for approval. Communicate with Branches on Branch pending invoices.

8. Reviews Purchase Orders for completeness and accuracy with respect to the invoice, paying close attention to the posting period and invoice date.

9. Creates weekly payment batch to be approved by the controller.

10. Monitors positive pay through TD e-treasury system.

11. Creates Purchase Orders for Blanket PO’s including utilities, leases, and other central processed activity.

12. Manage open Purchase Order list and work with Branches on closing partial or never received purchase orders.

13. Responds to challenges with possible solutions in a timely manner (e.g., works with vendors and staff to resolve invoice discrepancies).

14. Reviews vendor statements for past due invoices and work with vendors and Branches to keep accounts current.

15. Update and manage Vendor payment methods.

16. Manage the Outstanding check list. Follow-up with outstanding checks not cashed within guidelines.

17. Manage 1099 year end process and reporting.

18. Download monthly bank statements and record analysis, credit card, and other bank fees.

LEADERSHIP COMPETENCIES:

• Critical Thinking & Decision Making

• Fiscal Management

• Program/Project Management

QUALIFICATIONS:

• Associate degree or equivalent work experience preferred.

• Knowledge of general ledger and accounting functions preferred.

• Experience in data entry with working knowledge of spreadsheets and word processing.

• Strong customer service and relationship building skills.

• Excellent problem-solving skills.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment.

• The employee must occasionally lift and/or move up to 10 pounds.

• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

• The noise level in the work environment is usually moderate.

GHYMCA EMPLOYEE BENEFITS:

• Tuition Reimbursement: Up to $1,000 per year.

• Post University Tuition Discount: 50% off tuition.

• FREE YMCA Membership: Valued at $750 annually.

• Childcare Discounts: Available to eligible employees; discounts vary by full-time or part-time status.

• Program Discounts: Savings on swim lessons, summer camp, sports, and other YMCA programs.

• Paid Time Off: Available to eligible employees.

• Medical, Dental & Vision Insurance: Available to full-time employees working 30 or more hours per week. The YMCA covers 90% of employee medical premiums for eligible high-deductible health plans.

• Generous Retirement Savings: The YMCA contributes 12% of gross pay for eligible full-time and part-time employees after two years of service, provided they work at least 1,000 hours annually (approximately 20 hours per week).

• Employee Assistance Program (EAP): Free, confidential counseling, services, and resources.

• FREE SNOO Rental: Six-month rental for expecting parents working 20 or more hours per week.