Position: Accounts Payable Specialist
Term: Full-time
Salary Pay: $60,000 + health insurance, paid time off, and other benefits
Location: Austin, TX
Reports To: Accounts Payable Manager
Direct Reports: None
Job Description Position: Accounts Payable Specialist Term: Full-time, Salary Pay: $60,000 + health insurance, paid time off, and other benefits Location: Austin, TX Reports To: Accounts Payable Manager Direct Reports: None Updated: July 11, 2025 Organization Description: Urban Alchemy hires individuals who were once incarcerated and trains them to transform people and places through love and respect. We provide services that heal communities challenged by the intersection of extreme poverty, mental illness, addiction, and homelessness. When individuals are suffering in our public spaces, Urban Alchemy offers solutions. When a neighborhood, street, or intersection earns a reputation as a place to avoid, we turn it around. Urban Alchemy staff, known as Practitioners, create a peaceful and supportive presence, helping our communities rebuild a sense of pride one person at a time. Urban Alchemy is a nonprofit organization founded in 2018. We quickly grew from a small program in San Francisco to a thriving social enterprise with over 1,300 staff. We currently operate in California, Alabama, Oregon, and Texas, and are actively expanding our national presence, with recent growth into Georgia and New Mexico. Over 95% of Urban Alchemy employees, including leadership, experienced incarceration and/or homelessness. For more information, visit our website.
Position Summary: The Accounts Payable Specialist is responsible for managing the full cycle of accounts payable tasks, including vendor relations, reconciliation, and invoice processing. The AP Specialist plays a key part in maintaining the financial accuracy and vendor communication for the organization. The ideal candidate will be proactive, detail-oriented, and skilled in managing high-volume AP tasks in a fast-paced environment.
Position Duties and Responsibilities:
Position Specific: • Enter and maintain accurate records of vendor invoices and payments.
• Review AP queue and ensure all invoices are appropriately categorized and noted for the team.
• Reconcile monthly vendor statements to ensure all invoices are captured in Bill.com.
• Process per diem expenses and Divvy transactions.
• Upload vendor receipts, including for platforms like Pirate Ship and Wells Fargo.
• Build and maintain professional relationships with vendors.
• Contact vendors directly to resolve invoice discrepancies, payment issues, or missing documentation.
• Assist in the setup of vendors and employees for reimbursements in Bill.com.
• Send monthly email reminders to vendors requesting maintenance and rent invoices.
• Create vendor reports for site closures to assist with service termination coordination (Bill.com & Divvy).
• Pull and download recurring invoices from vendor portals.
• Review contracts to confirm validity and status.
• Create and maintain an Excel contract tracking sheet to monitor expiration and payment schedules.
• Send reminders to stakeholders when contracts are nearing expiration
• Prepare necessary reports related to accounts payable activities.
• Update internal tracking systems (Wells Fargo Printers, Ally, AP Excel Tracker) daily to ensure timely payments for all sites.
• Assist with monthly and year-end close procedures and records.
• Help maintain historical and audit-ready financial records.
• Train new employees on AP processes, including Divvy and Bill.com platforms.
• Develop and maintain a training manual for AP onboarding.
• Provide internal customer service to staff needing assistance with receipts or invoice documentation retrieval.
General: • Treat all Urban Alchemy guests, staff, and stakeholders with compassion and respect.
• Use emotional intelligence to engage and connect effectively with others.
• Adhere to established procedures to maintain a safe working environment, including compliance with OSHA, state, and local regulations, as well as Urban Alchemy’s policies.
• Attend orientation and any additional training required by Urban Alchemy or its funders.
• Follow all Urban Alchemy policies and procedures.
• Perform other duties as assigned by the direct supervisor.
Position Requirements:
Position Specific: • High school diploma or GED required; coursework in accounting or bookkeeping preferred.
• 1+ years of experience in accounts payable or data processing in a nonprofit/high-volume environment is strongly preferred.
• Strong communication skills and ability to resolve vendor issues efficiently and professionally. • High proficiency in AP software platforms such as Bill.com and Divvy.
• Detail-oriented with strong organizational and time-management skills.
• Ability to work independently and collaboratively in a dynamic, fast-paced environment.
• Strong computer skills, especially Excel and accounting/reporting tools.
General:
• Genuine and demonstrated interest in Urban Alchemy’s mission, values, and model.
• Strong team player who collaborates well with others.
• Comfortable working in a dynamic environment and adapting easily to change.
• Ability to work compassionately and respectfully with people from all backgrounds.
• Prepared to handle challenging circumstances related to serving individuals experiencing poverty, mental health issues, addiction, and/or homelessness.
• Ability to obtain and maintain background clearance in accordance with Urban Alchemy’s policies.
• Lived experience with incarceration and/or homelessness is strongly preferred.
• Valid driver’s license and a good driving record preferred. Physical Requirements:
• Walking: 1+ hours. • Standing: 1+ hours. • Sitting: 7+ hours.
• Bending at waist: Less than 1 hour per day.
• Expected to work in all weather conditions.
Statement of Non-discrimination: Urban Alchemy shares a special bond with society’s most vulnerable because we see ourselves in their struggle. When doing our work, we recognize the humanity in those who are struggling and treat them how we once wished others had treated us. People who have been incarcerated, experienced homelessness and/or come from marginalized communities are strongly encouraged to apply because we believe they have unique skills and abilities to engage with people who are struggling. Urban Alchemy provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Urban Alchemy prohibits discrimination and harassment of any type.
