Accounts Payable Administrator

Scope of Work

Under the direction of the Controller, this position is responsible for all accounts payable administrative functions.

Functional Responsibilities

  • Process outgoing payments in compliance with financial policies and procedures.
  • Perform day to day financial transactions, including verifying, classifying and recording accounts payable data.
  • Ensure uniformity and accuracy of transaction coding in the financial system.
  • Reconcile the accounts payable ledger to ensure that all bills and payments are accounted for and properly posted.
  • Verify and investigate discrepancies by reconciling vendor accounts and monthly vendor statements.
  • Understand expense accounts and cost centers.
  • Set up new vendors in financial system.
  • Understand compliance issues around accounts payable processes (W-9, sales tax, etc.).
  • Correspond with vendors regarding billing and payments.
  • Review vendor and service provider agreements.
  • Negotiate with vendors and service providers to secure discounts.
  • Post and reconcile purchase card expenses.
  • Verify expense reports.
  • Prepare monthly journal entries.
  • Maintain accounting records by making copies; filing documents.
  • Design, prepare, and maintain spreadsheets.
  • Compose routine letters and reports as required.
  • Coordinate and prepare for audits, both internal and external.
  • Ensure compliance with state and federal regulations and law.
  • Responsible for working effectively with key management, staff and volunteers.
  • Other duties as job responsibilities require or as assigned.

Minimum Qualifications

  • Three (3) years equivalent work experience required.
  • Knowledge of accounting standards and compliance issues, particularly those related to NPOs.
  • Ability to read and understand contracts, invoices and other accounting related communications.
  • Strong attention to detail, research and analytical skills.
  • Ability to anticipate and meet deadlines, multi-task, and make decisions with minimal direction.
  • Strong verbal and written communication skills.
  • Strong interpersonal skills with ability to work with people internally and externally including donors
    and governmental units.
  • Self-starter and team player with the ability to work independently.
  • Strong organization, time management and planning skills.
  • Professional integrity, accountability and follow-through.
  • Highly proficiency in Word, Excel, and internet-based communications such as Outlook, Microsoft
    Teams, and Zoom.

Preferred Qualifications

  • Bachelor’s Degree in Accounting, Finance, Business, or related field.
  • 3 years as a grant specialist, contract manager, billing preparer, or equivalent.
  • Experience working in a nonprofit organization
  • Experience with Abila Accounting Software.
  • Self-motivator who can work autonomously.
  • Effective oral and written communication skills.


Non-Exempt – $41,118 – $50,369 DOE


Eleven (11) paid holidays, two (2) half day paid holidays, one (1) paid floating holiday, twenty (20) days of paid vacation per year to start, in addition to 40 hours of sick leave. Health, dental, vision, and life insurance; 401(k) with matching, long-term and short-term disability insurance. Additional optional plans include Life Insurance, Pet Services Discount Plan, Equitable plans (Accident Insurance, Critical Illness Insurance and Hospital Confinement Insurance). Access to SAAF Health Clinic on-site for primary care needs.

To Apply

Submit a letter of interest and resume with dates of employment to:
Yvette Bass, Recruiting and Retention
Southern Arizona AIDS Foundation
375 S. Euclid Ave.
Tucson, AZ, 85719
or email, or fill out the form below.

Affirmative Action

The Southern Arizona AIDS Foundation is an Affirmative Action/Equal Opportunity Employer and does not discriminate based on race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability.

People who have used drugs, have performed sex work, people of color, women, members of the LGBTQ+ communities, those who have experienced housing insecurity, people who have received harm reduction services, and people living with HIV/AIDS and/or hepatitis C are strongly encouraged to apply.

Physical Requirements

This job is a Sedentary Work position, as defined by the Social Security Administration, CFR. CFR § 404.1567.

Physical exertion requirements: (a) Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.


This job description is not intended to be all-inclusive; an employee will also perform other reasonably related job responsibilities as assigned by the immediate supervisor and other management as required. Management reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Management reserves the right to change job descriptions, job duties, functions, and requirements.

Apply to Work at SAAF

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Accepted file types: pdf, docx, Max. file size: 256 MB.