Accounts Payable and Mission Administrative Associate

Job Description

Position Type: Full-time, non-exempt
Organization Type: Catholic Pro-Life Non-Profit
Reports To: Finance Manager & Mission Network Manager
Location: Front Royal, VA
Eligible Benefits: All benefits per the HLI Employee Handbook

Role and Position Summary

This position has a bona fide occupational qualification as follows: knowledge of the Catholic Faith; its beliefs, practices, liturgy, structure, and protocol. Requires a complete understanding of the organization's position on life issues and signing the HLI Non-Disclosure Agreement and the HLI Statement of Faith. As a Catholic organization, Human Life International reserves the right to hire those of the Catholic faith in positions where practice and knowledge of the Catholic faith are necessary for the work required in the position. Further, HLI retains the ability to hire employees whose lifestyle upholds the teachings of the Roman Catholic Church.

Accounts Payable

Responsible for processing and managing all invoices submitted for payment, ensuring proper authorization, accurate coding, and compliance with established financial policies and guidelines. Provides support in mail handling and donor relations activities and assists with other accounting functions as needed. This position plays an important role in maintaining strong internal controls, stewarding organizational resources responsibly, and supporting a finance office rooted in integrity, service, and accountability.

Mission Administrative Associate

The HLI Mission Administrative Associate is the administrative assistant to the HLI Mission Network Manager. The incumbent assists the mission department in managing HLI's network of Regional Directors, International Affiliates, Associates, and HLI mission offices (Miami and Rome). Responsibilities include providing support and assistance to the HLI mission department in the coordination and management of all clerical and administrative functions related to the HLI mission field. Proficiency with all tools in the Microsoft Office suite is required.

Key Responsibilities:

- Accounts Payable -
• Process invoices, check requests, credit card transactions, various other payments, and employee reimbursements in accordance with organizational policies and accounting procedures.
• Review payment documentation for accuracy, appropriate approvals, account coding, and compliance with internal controls.
• Maintain vendor records, including W-9 forms, tax-exempt documentation, and contact information.
• Prepare payments weekly and record documentation for bank.
• Monitor accounts payable workflow and follow up with staff, vendors, and department leaders as needed to resolve questions or missing documentation.
• Assist with audit preparation and assist with preparation of IRS Forms 1099 for applicable vendors.
• Respond professionally to vendor inquiries and support positive working relationships with staff, vendors and partner organizations.
• Perform other finance, administrative, or special project duties as assigned.

- Mission Administrative Associate -
• Collect and maintain all monthly field reports (mission stats, expense reports, narratives/stories) from Regional Directors and International Affiliates; and provide acknowledgment/feedback to the Regional Directors and Affiliates.
• Collect and maintain all Compliance records of Regional Directors and International Affiliates/Associates.
• Communicate with Advancement staff regarding mission stats summaries, and potential stories for publication.
• Audit and summarize mission stats and expense reports, and notify Mission Network Manager of issues that require corrective communication to Regional Director or Affiliate.
• Assure the proper transfer of all money and grants to the mission-field.
• Maintain and keep current the HLI Mission Events Board and the HLI Mission Stats Board.
• Provide reports to Executive Staff on all mission-related activity.
• Ensure all Regional Director and Affiliate Agreements, and Contractor Agreements, are signed, filed (electronic and hardcopy) and up-to-date.
• Maintain files for each region to include, but not limited to, correspondence, projects, proposals, and endorsements.
• Arrange and schedule meetings with Regional Directors and Affiliates as needed.
• Foster and maintain relationships with Regional Directors and Affiliates to ensure healthy communications and collaboration.
• Arrange and schedule meetings with Regional Directors and affiliates as needed.
• Perform other Mission Department tasks and special projects as assigned.

Qualifications:

• Undergraduate degree is preferred; associate degree or coursework in accounting, finance, business administration, or a related field preferred.
• Two or more years of accounts payable, bookkeeping, accounting, or nonprofit finance experience preferred.
• Working knowledge of accounts payable processes, vendor management, reconciliations, and basic accounting principles.
• Proficiency with Microsoft Office and QuickBooks.
• Strong attention to detail, accuracy in data entry, and ability to maintain confidential information.
• Excellent organizational, time management, written communication, and interpersonal skills.
• Ability to work independently, meet deadlines, and collaborate effectively with a mission-driven team.

Desired Personal Qualities:

The ideal candidate is a prudent steward of resources, a clear communicator, and a collaborative leader who understands that sound financial management supports the organization's mission. This person brings both technical expertise and a service-oriented mindset, with the ability to balance accountability, transparency, and practical problem-solving.

Compensation and Benefits:

Compensation will be commensurate with experience and qualifications. Benefits include health insurance, paid time off, holidays, and professional development opportunities. Final details will be provided during the hiring process.

How to Apply:

Interested candidates should submit a cover letter, resume, and salary requirements to Brigid Sladky, Executive Administrative Assistant, at bsladky@hli.org. Applications will be reviewed on a rolling basis until the position is filled.

Equal Opportunity Statement:

Human Life International is an equal opportunity employer and welcomes qualified applicants who support the mission, values, and goals of the organization, while reserving the right to consider religious affiliation where permitted by law and consistent with the organization's Catholic mission.

About the Employer

HLI's Mission Statement is Defending Life and Family Around the World.

Human Life International is the world's largest global pro-life apostolate, with an active network in nearly 100 countries.

Learn more at www.hli.org.