Accounting Staff-Accounts Payable

• Medical/Dental/Vision insurance-Percentage of premium covered by Access Management for all full time positions
• Paid days off
• 40 hours PTO available after 90 days of employment
• 40 hours PTO available after 6 months of employment
• Matching 401k plan
• $15,000 Employer paid life insurance available for all fulltime positions with option to purchase additional coverage
• Professional development opportunity
• Short and long term disability available
• Accidental Death and Dismemberment Plan
• Hospitalization Plan

Job Summary
Verify, obtain approvals, enter and pay all vendors in a timely and accurate manner in accordance with accounting policies, procedures and management approval. Below are the functions the Accounts Payable Coordinator will be responsible for but not limited to.

Essential Duties & Responsibilities
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Process all approved invoices for payment.
  • Ensure appropriate backup is attached.
  • Ensures correct GL codes by verifying to budgets.
  • Audits invoices for errors, corrects as necessary.
  • Reconcile all statements, request missing invoices, and make adjustments as necessary.
  • Make Controller aware of any vendor concerns pertaining to a loss of service.

• Summarize payments due and communicate cash needs to the CAM/Regional Controller for approval.
  • Ensure appropriate support documentation is obtained and attached to the invoices before payment is made.
  • Ensure all checks are printed properly, have appropriate signatures and back up.
  • Scan all checks and invoices to server.
  • Mail all processed checks.
  • Handle all vendor inquiries and reconcile all vendor statements.

• Maintain all necessary files and in an organized manner
  • Maintain paid and unpaid invoice files
  • Maintain 1099 files for current and new vendors
  • Maintain Certificate of Insurance for current and new vendors
  • Maintain voided check files
  • Setup new vendors

• Transfer vendor accounts from Developer to Association

Education & Experience
High School diploma acceptable. Two years post high school education preferred.
Accounts Payable and Vantaca experience a plus. Accounting AA Preferred.

Skills and Abilities: Requires knowledge of accounting and hospitality profession. Requires ability to make decisions and determine a course of action.
Must be able to work with and understand financial information and data, and basic arithmetic functions. Must possess communication skills in terms of the ability to negotiate with and convince vendors. Must work well in stressful and high-pressure environment. Must maintain composure while being confronted by vendors.

Tools & Equipment
Computer, phone, cell phone, printer, office equipment.

Physical Requirements/Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Limited lifting, pushing, pulling, and carrying is required in order to move boxes - approximately 1% of essential job function.

• Limited bending and kneeling is required when arranging supplies or equipment – approximately 1% of essential job function.

• Mobility needed to move about the complex between offices approximately 2% of the time.

• Work environment: 100% of time is spent indoors.

• Hearing is critical to communicating by telephone and assisting guests.

• Vision is critical to completing the numerous administrative responsibilities.

• Speech is critical to communicating with guests, employees, and clients.

• Written guest communication and administrative responsibilities require excellent reading and writing abilities 100% of the workday.

• Must be able to work between 40 hours each week as needed.

Work Environment
The work environment characteristics are normal office conditions at an onsite community facility. This is a full time position. There will be occasions when it is necessary to work various evenings, weekends and holidays. Consistent and regular attendance required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all- inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.