What are the responsibilities and job description for the Accounts Payable Assistant, Part Time position at EMBERHOPE, INC.?
EmberHope, a leading, faith-based provider of child welfare services is committed to helping you succeed as an employee as you work to make a difference in the life of a child either directly or by offering administrative support. The Company strives for a positive work environment that encourages effective teamwork, trauma-informed practices, and opportunities to utilize leadership skills. Team members from all departments will focus on carrying out the EmberHope mission, vision, and values!
Position Summary
The Accounts Payable Assistant is responsible for supporting the organization's accounts payable function through the accurate and timely processing of invoices, vendor payments, and related financial records. This position also assists with fleet administration, corporate credit card administration, and provides administrative support to the Finance Department as assigned. The Accounts Payable Assistant works closely with the Lead Accounts Payable Coordinator to ensure efficient operations, strong internal controls, and excellent customer service to both internal and external stakeholders.
- To be a successful Accounts Payable Assistant you must become able to do the following always:
- Process accounts payable invoices accurately and timely in Business Central, ensuring all required approvals and supporting documentation are obtained prior to payment.
- Prepare and process vendor payments, including check and ACH payment batches, in accordance with established schedules, internal controls, and Finance procedures.
- Maintain vendor records in Business Central, including W-9 documentation, electronic payment information, 1099 classifications, and other required records.
- Research and resolve routine vendor questions or invoice discrepancies, escalating more complex issues to the Lead Accounts Payable Coordinator as appropriate.
- Maintain complete and organized accounts payable records in accordance with company record retention requirements.
- Administer fleet-related records, including vehicle registrations, titles, fuel card assignments, and other required documentation.
- Assist with company credit card administration, including cardholder maintenance, monthly documentation, reconciliation support, and policy compliance.
- Assist with month-end closing activities, audit requests, annual 1099 preparation, and other Finance Department projects as assigned.
- Maintain current written procedures for assigned responsibilities and communicate opportunities to improve efficiency and accuracy.
- Safeguard confidential financial information while performing all duties in accordance with company policies, internal controls, and applicable regulations.
- Perform other duties as assigned.
- Follow Company Policy and Procedure and operate according to the Company’s Program Practice Guidelines.
How you will spend your time in this job:
- 60% Accounts Payable Operations
- 30% Fleet and Credit Card Administration
- 10% Finance Department Support and Special Projects
To qualify for this job, you need to have:
- High School diploma or GED required.
- One year of accounts payable, accounting, bookkeeping, finance, or other related administrative experience preferred.
- Experience with Microsoft Dynamics 365 Business Central or similar accounting software preferred.
- Proficiency with Microsoft Office, including Outlook, Excel, and Word.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to prioritize multiple tasks, meet deadlines, and work independently and collaboratively as part of a team while maintaining a high level of accuracy.
- Strong customer service, written communication, and interpersonal skills to effectively work with vendors and internal staff.
- Ability to maintain confidentiality and exercise sound judgment when handling financial information.
- Must successfully complete all required background checks, fingerprinting, physical examination, drug screening, and required company training.
- Ability to travel occasionally using a company or personal vehicle, including occasional evening or weekend work as business needs require. Must be able to occasionally lift up to 50 pounds, climb stairs, and work in typical office and occasional outdoor environments.