Description

Position Title: Lead Accounts Payable Specialist

Classification: Non-Exempt

Reports to: Chief Financial Officer

Date of Last Update: May 2, 2024

GENERAL POSITION SUMMARY

Summary/Key Objectives

The Lead 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 CFO, the Lead 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-

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General Administrative Duties

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 CFO for approval.
• Prepare bank deposits in accounting system and submit to CFO.
• 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
• Ability to Analyze financial statements
• Basic understanding of1099 filings and vendor setup
• 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.

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.

Travel-

This position requires no travel.

Qualifications

Required Education and Experience-

High School Diploma with 8 years of accounts payable experience in a multi-department setting, preferably a federally/state funded non-profit.

Other Desired Education or Certifications / Not Required-

Associates or 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.

*****Community Council is an Equal Opportunity Employer***