Accounts Payable Manager, Housing Gateway Project

Position Overview The Accounts Payable Manager, Housing Gateway Project is responsible for overseeing all payment administration, vendor management, financial documentation, and accounts payable functions associated with the Housing Gateway Project. This position serves as the primary financial operations liaison between Finance and Accounting Services and Housing Gateway program staff, ensuring that rent payments, vendor payments, client-related expenditures, and project financial records are processed accurately, timely, and in compliance with organizational policies and funding requirements. The Accounts Payable Manager will maintain comprehensive payment documentation, manage project-specific financial tools including corporate credit cards and prepaid debit card programs, prepare billing support documentation for monthly invoicing, and collaborate closely with the Director of Accounting Services, Director of the Housing Gateway Project, and case workers. This highly responsible position requires exceptional attention to detail, strong analytical skills, sound judgment, and the ability to manage multiple competing priorities while maintaining strict confidentiality. Key Responsibilities Accounts Payable and Payment Administration Manage all accounts payable activities related to the Housing Gateway Project.Review, verify, and process vendor invoices and payment requests accurately and timely.Ensure all payments have appropriate supporting documentation and required approvals prior to processing.Process payments through approved methods including checks, ACH transactions, electronic payments, corporate credit card transactions, and approved prepaid debit card programs.Ensure rent payments for program participants are processed accurately and on time to maintain housing stability and positive landlord relationships.Research and resolve payment discrepancies, vendor inquiries, and transaction issues.Process account coding corrections and reclassifications as needed to ensure accurate financial reporting.Maintain detailed payment records and supporting documentation in accordance with organizational policies and audit requirements.Monitor payment activity and identify opportunities for increased efficiency and accuracy. Housing Gateway Financial Documentation and Billing Support Maintain comprehensive records of all program-related financial transactions and payment activity.Retrieve, organize, and securely store electronic and physical copies of payment documentation.Track and update required financial data points associated with program payments, including payment numbers, payment status, funding source information, and other required reporting fields.Prepare monthly billing and financial support documentation for review by the Director of Accounting Services and use in preparing project invoices.Ensure all financial records are complete, accurate, and readily accessible for audits, grant monitoring, invoicing, and reporting requirements.Assist with financial reporting requests and documentation reviews related to the Housing Gateway Project. Vendor Management Maintain complete and accurate vendor records, including W-9 forms, contact information, payment preferences, and banking information.Work directly with vendors, landlords, and service providers to obtain required documentation.Validate banking information and ACH authorizations in accordance with internal controls and fraud prevention procedures. Corporate Credit Card Payment Management Serve as custodian of the Housing Gateway Project corporate credit card.Coordinate with Housing Gateway case workers and program staff to facilitate approved project-related purchases that cannot be paid through established accounts payable processes, including expenses such as rental application fees, moving expenses, and other immediate client support needs.Verify that all expenditures have received required approvals from designated program and compliance personnel prior to purchase.Execute approved purchases in accordance with organizational policies and procedures.Maintain custody and security of the corporate credit card and ensure appropriate use at all times.Collect, organize, and maintain receipts and supporting documentation for all transactions.Reconcile monthly credit card activity and ensure transactions are coded accurately in accordance with accounting and grant requirements.Submit transaction documentation, receipts, and account coding through established organizational approval and reimbursement processes.Investigate and resolve documentation discrepancies and follow up on missing information as needed. Prepaid Debit Card Payment Management Administer prepaid debit cards utilized by Housing Gateway case workers for urgent client needs.Review approved funding requests in accordance with established guidelines and approvals.Load funds to authorized prepaid cards as directed.Track receipt submission and supporting documentation for all prepaid card purchases.Follow up with staff regarding outstanding receipts and documentation requirements.Maintain detailed logs and reporting related to prepaid card activity.Ensure compliance with internal controls and funding requirements governing client assistance expenditures. Client Rent Share Administration Receive and record client share of rent payments.Maintain accurate records of participant payment activity.Reconcile client payment records and identify outstanding balances.Communicate payment information and status updates to Housing Gateway case workers and program leadership.Provide reports regarding client payment compliance, outstanding amounts, and payment trends as requested.Assist in resolving participant payment questions and discrepancies. Collaboration and Program Support Work closely with the Director of Accounting Services, Housing Gateway Director, and case workers to support program operations.Provide guidance regarding payment processes, documentation requirements, and financial controls.Participate in process improvement initiatives to strengthen financial operations and service delivery.Support internal and external audits by providing requested documentation and explanations.Collaborate with cross-functional teams to ensure efficient workflow and communication.