Accounts Payable Specialist

Position Summary

Qualifications, Knowledge, Skills & Abilities

• Associate Degree in Business, Accounting, Finance, or a related field from an accredited college or university, or an equivalent combination of education and experience. Substantial experience can be taken into consideration in looking at education requirements.
• Minimum of two years of professional experience in a business setting.
• Knowledge of non-profit agency operations, functions, and non-profit accounting practices preferred.
  • Ability to maintain records and files properly and in a timely manner.
• Must be detailed-oriented and acquire excellent organization skills.
• Proficient in Microsoft Office products, specifically Excel and Word.
• Ability to work with tight deadlines and perform high volumes of invoices.
• Knowledge of computer systems and relevant software.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently or as a team and execute good judgment.
• Ability to process confidential and sensitive information.
• Successful completion of initial and on-going employment screens, including, but not limited to criminal background, sex offender, drug screen, OIG, valid Michigan driver’s license, abuse and neglect and vehicle record check as required.

Essential Duties and Responsibilities

• Match invoices, expense reports and procurement card statements to authorizations and proofs of receipt.
• Obtain payment approvals for all program specific invoices timely and accurately prior to posting on the accounting software.
• Process invoices, expense reports and procurement card payments and enter into accounting software with proper coding.
• Process check, credit card, and ACH payments of invoices and expense reports weekly based on approved aging reports or as urgently necessary including issue positive pay data to the bank.
• Set up new vendors, communicate with vendors, reconcile vendor requests or statements and resolve any payment discrepancies.
• Assist supervisor in providing guidance/training to staff in adhering to the accounting policies and procedures.
• Issue stop payments and void checks, process reports for approval.
• Incorporate all applicable discounts or credits into payments made, assist in negotiating payments terms with vendors.
• Prepare and send out 1099, 1096 and annual child welfare payment letters timely.
• Obtain and monitor W-9 form submissions.
• Prepare monthly payment check registers and reconcile entered invoices with bill analysis report.
• Maintain paper and electronic filing and record retention system for accounts payable including check and invoices, ACH banking information files, and other records as required.
• Update the vendor master file and recurring expenses as necessary.
• Perform other related projects and duties as assigned.
• Adhere to the Mission, Values and Vision of CCSEM and the values and teachings of the Catholic Church.

Work Environment, Physical Demands & Travel:

Position Classification, Type & Expected Hours of Work: