Accounts Payable Administrator

Job Highlights

The Accounts Payable Administrator is a detail-oriented, self-motivated, and efficient multi-tasker who connects across the organization to ensure that our financial, artistic, and administrative operations run smoothly and efficiently. An integral member of the Finance and Operations team, the Accounts Payable Administrator ensures the timely and accurate processing of vendor invoices, maintains accurate financial records, and fosters positive relationships with vendors and staff.

Blackbaud’s Financial Edge NXT is HGO’s accounting software. PaperSave is our automated, OCR-based accounts payable processing software that integrates with NXT. Purchase cards are sourced through Blackbaud’s partnership with Regions Bank; reporting is fully integrated with NXT.

Join Us!

We are looking for talented, passionate, dedicated people who are eager to make contributions to our community and our mission.  If you are excited about this position but your experience does not align perfectly, we encourage you to apply! You may be just the right candidate for this position or another role at HGO.

About the Houston Grand Opera

The mission of HGO is to enrich our diverse community through the art of opera. We do so by creating, curating, exploring, and producing outstanding experiences centered around the human voice. HGO has received a Tony Award, two Grammy Awards, and three Emmy Awards – we are the only opera company in the world to win all three honors.

Our strategic focus is two-fold: creating profoundly enriching experiences for our diverse audiences and clearly defining and positively promoting the HGO brand.  We believe every team member enriches our organization by exposing a broad range of ways to understand and engage our community and discover, design, and deliver enriching experiences.

Compensation and Benefits

We offer robust benefits to full-time employees, including:

• Comprehensive and affordable health benefits.
• Generous paid time.
• 403b retirement plan with employer match.
• Flexible work schedule.
• Professional development fund and opportunities.
• Discounted parking in the Theater District garage and nearby lots plus easy access to Metro transportation.
• Free tickets to our mainstage and community productions and events.

Key Responsibilities

• Process vendor invoices in an accurate and timely manner.
• Verify the accuracy of invoices, ensuring proper coding, approvals, and adherence to company policies.
• Prepare and process payments to vendors via checks, ACH, and other electronic methods.
• Manage the company P-Card reporting process, verifying the accuracy of invoices, coding, approvals, and adherence to company policy.
• Reconcile vendor statements and address any outstanding balances or issues.
• Respond to vendor inquiries regarding payment status and other AP-related matters in a professional and timely manner.
• Maintain accurate vendor information in the accounting system, including new vendor set-up, W-9 verification, and 1099 classification.
• Prepare, distribute, and submit annual 1099 forms.
• Maintain organized and up-to-date accounts payable files and documentation.
• Support colleagues across organization by providing information, researching issues, and offering other support as needed.
• Assist with month-end closing activities, including preparing AP accruals and reconciliations.
• Generate and analyze accounts payable reports as needed.
• Assist with the annual audit process by providing necessary documentation.
• Identify opportunities to streamline AP processes and improve efficiency.
• Provide administrative support to the accounting department as needed.

Qualifications

• 5+ years of accounts payable experience.
• Proficiency in Microsoft Office Suite, particularly Excel (including skills such as VLOOKUPs and pivot tables).
• Experience with accounting software, ERP systems, and electronic payment processing.
• Strong understanding of basic accounting principles and accounts payable processes.
• Excellent attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong organizational skills and the ability to maintain confidentiality.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Experience with Blackbaud Financial Edge NXT and PaperSave.
• Familiarity with nonprofit accounting practices.
• Experience with 1099 management and reporting.

Physical Demands

The physical demands described here are representative of those we consider important for an employee to successfully perform essential functions of this job: extended periods of sitting and performing tasks such as typing and using a computer mouse, with strong visual and auditory focus, occasional lifting (not exceeding 25 pounds), reaching for items, effective communication skills, and fine motor abilities, being mobile within the office for activities like attending performances, events, and meetings. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity

Houston Grand Opera is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at HGO are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by federal, state, or local laws or regulations. HGO will not tolerate discrimination or harassment based on any of these characteristics. HGO encourages applicants of all ages.