Accounts Payable Specialist

Description

The Accounts Payable Specialist is an important part of the accounting team at Northwest Real Estate Capital Corp. and Tamarack Property Management Co. This position is responsible for processing vendor invoices, property reimbursements, and corporate payments accurately and on time, while helping keep financial records organized and up to date. Reporting to the Corporate Senior Accountant, the Accounts Payable Specialist works closely with property managers, site teams, the corporate accounting department, and vendors to answer questions, coordinate payments, and resolve any issues that come up along the way. Because we manage affordable housing communities across multiple states, attention to detail and accuracy are especially important in this role. The Accounts Payable Specialist helps support our financial and compliance responsibilities, including requirements related to LIHTC, HUD, and other affordable housing programs.

ESSENTIAL FUNCTIONS:

• Receive, review, and process vendor invoices and payment requests for corporate and property-level obligations, ensuring correct coding, proper approval, and timely entry into Exchange and Yardi P2P.
• Coordinate scheduled payment runs and monitor the accounts payable aging report to prevent late fees and maintain positive vendor relationships.
• Maintain accurate vendor records, including collection and verification of W-9 forms, federal EINs, and current insurance certificates; manage vendor onboarding and support annual 1099 preparation.
• Reconcile monthly vendor statements and internal ledgers, research and resolve discrepancies, and present reconciliation summaries to the Senior Accountant.
• Prepare and process site reimbursement charges and calculate applicable sales tax based on paid invoices in accordance with Idaho state tax requirements.
• Process and track petty cash requests from property sites and corporate staff, maintain supporting documentation, and perform periodic reconciliations.
• Support internal and external audits by gathering, organizing, and presenting invoice documentation, payment records, and vendor files, including HUD, IHFA, and LIHTC compliance reviews.
• Maintain organized, clearly labeled AP files (physical and digital) in accordance with affordable housing regulatory standards and record retention policies.
• Assist with month-end and year-end closing activities and provide routine and ad hoc financial reporting support to the Corporate Senior Accountant.
• Contribute to the completion of special projects and perform other related duties as assigned.

COMPETENCIES:

• Technical proficiency in accounting software platforms, particularly Yardi, and Microsoft Office Suite (Excel, Outlook, Word).
• Strong numerical aptitude and attention to detail, with the ability to identify and resolve discrepancies in financial records accurately.
• Effective verbal and written communication skills for professional interaction with vendors, property staff, and the accounting team.
• Solid organizational and time management skills, with the ability to manage multiple invoices, deadlines, and priorities simultaneously.
• Analytical and problem-solving ability to research billing discrepancies, trace payment history, and propose corrective actions.
• Ability to maintain confidentiality and handle sensitive financial and vendor information with discretion and integrity.
• Capacity to work both independently and collaboratively within a team-oriented accounting environment.
• Commitment to the mission and values of the organization.

SUPERVISOR RESPONSBILITIES:

None

WORK ENVIRONMENT:

• Standard, temperature-controlled office environment with typical HVAC conditions. 
• Flex-Schedule is available after 90 days of employment (i.e. 4-10 hour day versus 5-8 hour days)

TRAVEL REQUIRED:

• None

EDUCATION AND EXPERIENCE:

• High school diploma required; minimum of Associated Degree in Business or Accounting preferred but not required.
• Minimum of one (1) year of experience in an accounts payable, bookkeeping, or closely related accounting function.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Requirements

ADA REQUIREMENTS:

• Physical: Frequently required to perform moderately difficult manipulative tasks such as typing, data entry, and writing. Must be able to walk, stand, and sit for extended periods. May be asked to lift up to 25 lbs.
• Sensory: Frequently required to read documents, review invoices, and interpret numerical data on a computer screen. Must be able to distinguish normal sounds with background noise, communicate via telephone, and speak clearly and be understood using the English language.
• Cognitive: Frequently required to concentrate on detailed financial tasks with interruptions. Must be able to sustain focus on a task or function for one (1) hour or more, understand and work with multiple concurrent accounting concepts, and recall multi-day assignments and vendor-specific processing requirements.
• Environmental Conditions: Standard office environment with exposure to dust, noise, and glare from computer screens. Temperature-controlled environment with typical HVAC conditions. Occasional offsite errands may involve brief outdoor exposure.
• Equipment: Frequently required to operate a computer, keyboard, mouse, scanner, telephone, copier, and printer. Ongoing use of Yardi accounting software platforms.

VALUES-BASED BEHAVIORS:

•  Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and assumptions. Is compassionate for life circumstances of others. 
• Works effectively in a conducive team environment and actively participates in joint problem solving; willingly includes employees. 
• Identifies and takes advantage of opportunities for personal and professional development. 
• Encourages other employees to work as a team for the benefit of the organization. 
• Reports to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets agreed upon deadlines. 
• Collaborates with other work groups, and outside organizations as appropriate, in a proactive and responsive manner. 
• Honors private and confidential matters of co-workers and employees. Protects proprietary information of Northwest Real Estate Capital Corp. 
• Follow rules, regulations, and policies. Positively contributes to implementing changes. 
• Communicates courteously and effectively with others. Sets clear expectations. 
• Reinforces importance of the workgroup’s core values and larger system by acknowledging behaviors demonstrating or reflecting Respect, Trust, and Dignity. 
• Deals with issues directly in a respectful and timely manner. Approach focuses on resolving an issue(s) while not criticizing the person.

CULTURE & VALUES:

At Northwest Real Estate Capital Corp., our values and behaviors live vibrantly guiding how we work, the decisions we make, and the results we achieve. Respect, Integrity, Trust, and Accountability (RITA) help us to create trusting relationships with our employees. We value them and their personal goals and aspirations just as much as their work. We hire the most uniquely qualified, dedicated, and energetic employees and we hope you are one of them!

AFFIRMATIVE ACTION/EEO STATEMENT:

Northwest’s objective is to recruit, hire, train and promote into all job levels the most qualified applicants without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.