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

The Accounts Payable Administrator supports the YMCA of Greater Hartford’s mission of strengthening communities through youth development, healthy living, and social responsibility. This position oversees the Association’s accounts payable processes, ensuring accurate and timely vendor payments, complete financial records, and compliance with established policies. The Administrator works closely with the Controller, branch teams, and vendors while fostering professional, respectful relationships.

OUR CULTURE

Our mission and core values come to life through our culture. We are welcoming and open to all; genuine in valuing individuality; hopeful in believing in each person’s potential; nurturing in supporting personal growth; and determined in our commitment to strengthening the communities we serve.

ESSENTIAL FUNCTIONS

• Manage the Association-wide accounts payable process, ensuring compliance with policies, timely processing, and accurate vendor payments.
• Communicate regularly with the Controller regarding issues and concerns; assist with resolving problems and training staff to prevent recurrence.
• Maintain responsive, cooperative relationships with vendors and branch staff regarding accounts payable transactions and balances.
• Organize resources, priorities, and deliverables to achieve established goals and outcomes.
• Establish and maintain vendor records, including accurate names, addresses, and tax information for required reporting.
• Process invoices accurately, verifying invoice dates and numbers to minimize duplicate and late payments.
• Monitor invoices awaiting review and approval, and follow up with branches on pending items.
• Review purchase orders for completeness and accuracy against invoices, including posting periods and invoice dates.
• Prepare weekly payment batches for review and approval by the Controller.
• Monitor positive pay activity through the TD e-Treasury system.
• Create blanket purchase orders for utilities, leases, and other centrally processed expenses.
• Maintain the open purchase order list and coordinate with branches to close partially received or unfulfilled orders.
• Investigate invoice discrepancies and work with vendors and staff to resolve issues promptly.
• Review vendor statements for past-due invoices and coordinate with vendors and branches to maintain current accounts.
• Update and manage vendor payment methods and related records.
• Monitor outstanding checks and follow up on uncashed checks in accordance with established guidelines.
• Coordinate the year-end Form 1099 process, including preparation and reporting.
• Download monthly bank statements and record bank analysis charges, credit card fees, and other applicable bank fees.

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.