Accounts Payable Specialist chez Mellon Foundation

Mellon Foundation

Accounts Payable Specialist (Temp -to-Perm)

Please note this is a temp-to-perm hire.  As a temp-to-perm hire, you will begin in a temporary capacity with the intention of transitioning to a permanent position after a successful evaluation period. While on temporary assignment, a third-party staffing agency will be the employer of record for the selected candidate. Accordingly, this role will not be eligible for the Foundation’s benefits until the transition to a permanent role. 

The Mellon Foundation (“Foundation”) is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks an Accounts Payable Specialist for our Finance team. 

Team/ Program Overview:

Mellon Finance provides central financial stewardship and services in support of the notable work undertaken by the Foundation. We strive to build operational excellence and compliance capabilities that enable the Foundation to fulfill its mission and goals.

Position Summary:

The Accounts Payable Specialist will perform a variety of accounting functions with a strong emphasis on accounts payable, vendor management, and compliance. This role is responsible for the accurate and timely processing of vendor payments, including both grantee and non-grantee batches, manual bill entry, and 1099 processing. This role reports to the Accounting Manager. The Accounts Payable Specialist will also support broader accounting functions, including AP aging reconciliations, bill capture, mailbox management, and matching gift administration.

This role is an integral part of the Finance Department, working collaboratively with internal staff and external vendors to ensure proper financial stewardship. The ideal candidate is highly organized, detail-oriented, and collaborative, with effective communication skills and a deep understanding of AP best practices.

Position Description:

Responsibilities may include, but will not be limited to the following:  

Accounts Payable & Vendor Management:

• Manage the full cycle AP process including all vendor payment batches.
• Process, track, and review vendor invoices through bill capture; ensure accurate coding and accounting review.
• Manage timely and accurate 1099 processing, including preparation of year-over-year analysis and compliance with IRS guidelines.
• Investigate and resolve outstanding invoice balances, communicating directly with vendors and staff.
• Review and enter invoices into the financial system, ensuring proper general ledger, department, and functional coding.
• Monitor AP aging reports and complete monthly AP aging reconciliations to ensure current and accurate payables.
• Record and upload payment confirmations to the Foundation’s online banking portal, including returned payments and exceptions. 

Accounting Operations & Administration:

• Support monthly and year-end closing activities related to accounts payable.
• Reconcile general ledger accounts related to accounts payable and cash transactions.
• Manage inquiries in the Finance shared mailboxes, categorizing and proactively following up to resolution.
• Record and deposit cash receipts promptly, ensuring timely and accurate general ledger entries.
• Maintain documentation for audits and compliance reviews.

Other Duties 

• Administer the Foundation’s employee matching gifts program, including tracking contributions and confirming eligibility. 
• Collaborate across departments to ensure financial policies and procedures are understood and followed.
• Assist with special projects and process improvements as assigned by the Accounting Manager, Controller, or CFO.
• Other duties as assigned.

Qualifications:

• Bachelor’s degree in accounting, Finance, or related field; or equivalent combination of education and experience.
• 3–5 years of relevant accounting experience, with a strong focus on accounts payable and vendor management.
• Experience in a non-profit or foundation environment is preferred.
• Proficiency in ERP systems is required; experience with NetSuite strongly preferred.
• Advanced Excel skills (pivot tables, VLOOKUP, formulas) and proficiency in Microsoft Office Suite.
• Familiarity with online banking portals and electronic payment systems.
• Exceptional attention to detail and accuracy in data entry and financial reconciliation.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills, with the ability to interact professionally with vendors, colleagues, and senior leadership.
• Demonstrated ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment.

The Mellon Foundation is committed to building an inclusive workplace where all individuals are treated with dignity and respect. Employment opportunities are based on individual qualifications, merit, and organizational need, without regard to race, color, religion, sex (including pregnancy, childbirth, and related conditions), gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by applicable law. We welcome applications from qualified individuals of all backgrounds.

Mellon is committed to access and inclusion for our applicants. If you have accessibility requests to support your participation in the hiring process, please let us know at your earliest convenience.

Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The hourly pay rate range for this role is $38.50 - $41 (annualized to $75,000 – $80,000). The amount of pay offered is determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate’s contribution to the role. We also consider market data as well as the Foundation’s internal pay equity framework. 

Please note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices.

Candidates should apply by submitting a cover letter describing fit for the position and a resume by November 24^th, 2025.  Please note that incomplete applications will not be considered.

The Foundation will consider each complete application carefully but only contact those individuals it believes are most qualified for the position.