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Assistant Accounts Payable Supervisor


Sheltering Arms strengthens the education, wellbeing, and development of high-need children, adults, and families across the New York metro area. We serve nearly 20,000 people a year from the South Bronx to Far Rockaway. Through compassion, innovation, and partnership, we respond to our community’s greatest needs and enable individuals to reach the greatest heights of their potential. Joining our team is an opportunity to collaborate with hundreds of dedicated colleagues who represent diverse backgrounds and talents as we work together to make a measurable impact for our neighbors in need. Every role at Sheltering Arms brings with it new opportunities for advancement and development so that team members can achieve their professional goals while helping others reach for theirs.


Position Summary:  

The Assistant Accounts Payable Supervisor supports the A/P Supervisor by handling A/P Coordinator functions, as well as overseeing the A/P team during A/P Supervisor’s absence. Key functions include timely and accurate recording of expenses, payment processing, processing of invoices via various portals, and assisting with financial analysis, online bank activities, and audit requests.

Position Responsibilities:

  • Process A/P Invoices processing, shared with other A/P staff, using applications including: Papersave, AutoEntry, WebPurchasing, and manual entries.
  • Supervise the Accounts Payable team in the A/P Supervisor’s absence; Become knowledgeable about all A/P staff functions in order to be able to cover staff responsibilities as a backup.
  • Record monthly recurring expenses.
  • Develop and maintain relationships with vendors; review statements, resolve discrepancies and manage the unclaimed funds process.
  • Compile and import monthly American Express allocation journal entries.
  • Maintain rent schedules for all sites, and monitor the timing of rent increases for each lease.
  • Book monthly journal entries.
  • Manage Metro Card inventory and reordering
  • Prepare weekly and monthly cash flow analysis with A/P Supervisor
  • Perform online banking activities
  • Provide documentation for audits.
  • Manage inventory of off-site document storage.
  • Perform other activities as needed.

Essential skills, experience, licensure, certification:

We are seeking an experienced individual that works well in a team environment. The qualifications for this position include but are not limited to:

  • Bachelors’ degree in Finance or Accounting or equivalent experience. Minimum of four years’ experience in federal, state and city contracts (experience completing ACS, DYCD, OMH claims preferred).
  • Strong knowledge of Microsoft Excel including VLOOKUP and Pivot Tables 
  • Experience with Financial Edge accounting application is desirable.
  • Strong verbal, written, communication and documenting skills.
  • Must be a self-starter, quick learner, assertive, and work independently
  • Ability to prioritize, multi-task, and work in a fast-paced environment.
  • Highly organized, detail-oriented professional
  • Proficient in the use of accounting systems, spreadsheets, database programs, and on-line resources.
  • Demonstrated initiative in problem solving, ability to communicate effectively to members of other departments and meet regular and multiple deadlines and be able to work in partnership with other staff members to complete projects.
  • Ability to supervise staff in a fast-paced environment.


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