Description

Position: Accounts Payable Specialist

Classification: Non-Exempt

Reports to: Accounting Manager

Date: June 8^th, 2021

Position Description

Summary/Key Objectives

The A/P Specialist is responsible for processing Accounts Payable work, required to submit accurate and timely processing and payment of Accounts Payable. Working under the direction of the Accounting Manager, the A/P Specialist is also responsible for coding and preparing bank deposits. Incumbent should demonstrate the ability to work proactively and independently in a fast-paced office environment.

Essential Functions

General Responsibilities: Participate in the development of annual Finance Department goals in alignment with agency and Finance Department strategic goals. Participate in weekly Finance Staff meeting and in the development of weekly goals. Prepare weekly status sheet on completion of weekly goals, on-going projects, and accomplishments. Contribute to the development of Finance service improvements to all agency employees, funders, subcontractors, and subrecipients. Develop cooperative cross-departmental relationships. Participate in planning for continual improvement of the efficiency and effectiveness of the Finance team. Meet deadlines associated with assigned tasks and month-end close.

Accounts Payable:

Reviews all invoices for appropriate documentation and approval prior to payment.

Code invoices to appropriate account, program/department, service category, and funding source.

Match POs to invoices to ensure invoice charges equal purchase amounts and charges have been approved.

Ensure all invoices have been approved for payment. Follow up with department managers to obtain approval, as necessary.

Scan invoices/POs, which have been approved and entered the accounting system, into digital folders.

Enter approved invoices into the accounting system and attach invoice copies to records.

Set up new vendors in Accounts Payable system and in online banking system.

Set up online payments in banking system. Prints and obtains signatures on all accounts payable checks. Distribute signed checks as required. Act as liaison between Finance department and all other agency departments. Answer all vendor inquiries. Maintain all accounts payable reports, spreadsheets, and agency accounts payable files. Assist in monthly closings. Prepare analysis of accounts, as required. Perform filing, scanning, and copying. Organize Accounts Payable supporting documentation in appropriate folders.

Receipt of Payments

Code check receipts and submit to Accounting Manager for approval. Prepare bank deposits in accounting system and submit to Accounting Manager. Scan checks and attach to deposit record. Organize deposit supporting documentation in appropriate folders.

Other Duties:

Scan contracts and maintain digital contract folders. Data entry as needed. Update and maintain written policies and procedures for job duties. Skill Competencies- Strong Written and Verbal Communication Skills Basic to Intermediate Excel Skill Level Proficient with ERP Systems, including Microsoft Office Accounts Payable Able to multi-task and prioritize work effectively Ethical Conduct Personal Effectiveness/Credibility Problem Solving/Analysis Customer/Client Focus. Results Driven. Flexibility.

Supervisory Responsibility

This position is not responsible for direct supervision of employees.

Work Environment This job operates in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role; however, some mobility is required. This would require the ability to operate a keyboard, lift files, open filing cabinets and bend or stand as necessary.

Qualifications

Position Type/Expected Hours of Work

This is a full-time position. Days and hours or work are Monday through Friday, 8:30 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

TravelThis position requires no travel.

Required Education and Experience

High School Diploma with 3 years of accounts payable experience in a multi-department setting, preferably a federally/state funded non-profit. Other Desired Education or Certifications / Not Required- Bachelors Degree in Accounting or Finance

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