Job Description

At the National Wildlife Federation, we know that our mission requires the hard work of dedicated people focused on uniting all Americans to ensure wildlife and people thrive in our rapidly changing world. We do this through conservation programs and by ensuring access to natural resources and outdoor spaces for everyone regardless of background, economic status or location. The role of Senior Accounts Payable Specialist is vital to us upholding our mission through their work within our Finance Department. The Senior Accounts Payable Specialist (Sr. A/P Specialist) is responsible for administering and executing the organization's accounts payable functions, including processing invoices, reconciling statements and ensuring timely payments to vendors. They are essential to maintaining accurate financial records, optimizing cash flow and building strong relationships with both vendors and staff. Because of these frequent interactions with external and internal customers, approaching the work with a service mentality is key. Efficiency, accuracy and timeliness are must haves, as is the desire to improve processes and maintain internal controls. You bring accuracy, ownership and a proactive mindset to your work and strive to ensure excellence.

Principal Duties (major areas of responsibility):

Invoice Management

• Review, verify, categorize and process vendor invoices for accuracy and proper authorization including authorized signature & coding. Includes scanning into MHC data capture software.
• Match invoices to purchase orders and receipts and resolve discrepancies promptly. Document any changes or adjustments.
• Enter invoice data into the accounting system for payment processing.

Payment Processing

• Prepare and process electronic payments (ACH, wire transfers) and checks.
• Monitor payment schedules to ensure timely disbursements and avoid late fees.
• Address payment inquiries from vendors and internal stakeholders.

Travel & Expense Management through Concur

• Serve as primary administrator of Concur travel and expense management system
• Provide support to end users, department leads and Operations staff to understand system functionality, offer training and successfully resolve problems.

Reconciliation and Reporting

• Reconcile vendor statements and resolve outstanding balances or discrepancies.
• Assist in month-end and year-end closing by reconciling accounts payable records.
• Generate and maintain accounts payable aging reports and payment activity summaries.

Vendor and Internal Communication

• Serve as the primary contact for vendor inquiries regarding payments and account status.
• Collaborate with internal stakeholders (operations staff, legal, department designated contacts) to resolve invoice disputes.
• Build and maintain positive relationships with vendors and internal teams.

Compliance and Documentation

• Maintain organized and accurate records of invoices, payments, and correspondence.
• Ensure compliance with company policies, financial regulations, and tax requirements (e.g., 1099 reporting, incoming check receipts log, etc.).
• Support internal and external audits by providing requested documentation and information.

Process Improvement

• Identify opportunities to improve accounts payable processes and implement best practices.
• Assist in implementation of system upgrades and/or new systems.
• Utilize AP automation tools to enhance efficiency and accuracy.
• Stay updated on industry trends and new technologies in accounts payable management.

Minimum Qualifications & Experience

• High school diploma or equivalent required; some college preferred
• Minimum of 5 years of experience in accounts payable, billing or general accounting

• Experience with ERP systems and accounting software is required; preference for Infor CloudSuite Financials/AP and/or MHC
• Experience with SAP Concur or other travel and expense management software preferred

• Strong understanding of accounting principles and practices, particularly in accounts payable management; knowledge of credit and collection laws and regulations is beneficial.
• Familiarity with AP automation tools and electronic payment platforms
• Knowledge of accounts payable workflows, tax compliance (e.g., 1099), and vendor management

Required Skills & Abilities

• Proficient in Microsoft Office Suite, with advanced knowledge of Excel highly preferred
• Excellent communication and interpersonal skills for effective interaction with vendors and internal stakeholders
• Attention to detail and accuracy in processing invoices and payments
• Excellent organizational and time management skills
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize tasks, manage workload efficiently and meet deadlines in a fast-paced environment

Travel Requirements: None

Location & Work Mode:

This position will be based in our headquarters in Reston, VA. The National Wildlife Federation is committed to a flexible and empowered work environment with an authentic community of care for all staff. In this position, the employee may work hybrid from the greater Washington, DC area. For more information on Work Modes, please review the benefits section of our careers page: https://www.nwf.org/About-Us/Careers

Physical Requirements of the Job:

Remaining in a normal seated or standing position for extended periods; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example, using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about the workspace. The position requires mobility, including moving materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits:

The salary range for this position is $67,000-73,000, commensurate with experience.

We are proud of our designation by Mogul as a Top 100 Workplace with the Best Benefits, and by Forbes as one of America’s best small employers! We value work-life balance and a family-friendly atmosphere with flexible scheduling. We want you to be able to integrate work and personal life with attention to your self-care, so that your work schedule is not depleting. We offer benefits so you feel restored and fueled through the day and week.

We offer these supports to help manage your mental, emotional, and physical health:

• Paid time off: Vacation that starts off at three weeks accrual based on a full-time schedule, unlimited wellbeing (this time can be used for physical, spiritual, emotional, cultural, religious or financial wellbeing for yourself, a partner, or family member – including pets), and 11 holidays
• We close down for a paid winter break between December 25 to January 1 to recognize end of-year stress, and time for reflection, rejuvenation, and spending time with family.
• Up to 16 weeks of fully paid Family and Medical Leave
• Low-cost health, dental, and vision insurance options – all outpatient mental health is covered at in-network rates
• Therapist available at no cost
• Pet insurance and discount perk program
• Annual wellbeing allowance

In addition to your salary, we offer the following supports to your personal finances:

• Retirement plan with immediate match and vesting
• Annual year-end retirement contribution
• Tuition Reimbursement
• Adoption and Surrogacy assistance
• Pet adoption stipend
• Student Loan management

Applicants are invited to learn more about National Wildlife Federation’s benefits package at https://www.nwf.org/About-Us/Careers

Application:

Applications will be reviewed on a rolling basis. NWF is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to any classes or characteristics protected by law.

For more information on our recruiting process, please review our Careers page: https://www.nwf.org/About-Us/Careers

We recognize that people come with a wealth of knowledge and talent beyond just the technical requirements of a job. Your experience, which may include paid and unpaid work, including volunteer work, helps build the competencies and knowledge that translates to our openings. Whether you’re new to the field, returning to work after a gap in your employment, or are taking the next step in your career path, if you believe you could excel in this role we encourage you to apply! Diversity of experience and skills combined with passion is a key to innovation and a culture of excellence. To be eligible for this role you must be a U.S. citizen or have valid work authorization to work in the U.S.

Please let us know if you require accommodations during the application or interview process by reaching us at hrhelp@nwf.org or 703-438-6244.

If selected for this position, a background check will be conducted.