Accounts Payable Specialist

Job Description

POSITION SUMMARY: The responsibilities of the Accounts Payable Specialist are to assist the Accounts Payable Coordinator with Accounts Payable functions, handle travel arrangements for NVIH, and to handle various administrative tasks for the Willows Administration.

ESSENTIAL JOB FUNCTIONS :The list that follows is not intended as a comprehensive list, but rather to provide a representative summary of the major duties and responsibilities. Incumbent(s) will be required to perform a variety of duties listed, including but not limited to:

• Retrieve filed AP documents as requested by auditors and Fiscal/Administrative staff.
• Maintain highest level of controls and ethics especially in handling disbursements.
• Handle all corporate travel arrangements and coordination in a timely manner.
• Work with grant agencies to arrange for travel expense reimbursements if allowable.
• Work closely with the Fiscal and Administrative staff on the administrative components of NVIH and assist with special projects and activities.
• Prepare company purchase orders for routine and non-routine products and services ordered by NVIH such as utilities, subcontractor services, GSA vehicles, miscellaneous supplies, etc.
• Obtain all necessary documentation from vendors prior to payment such as completed IRS form W-9, name, address, telephone number, etc. and maintain permanent AP files with vendor information.
• Complete Accounts Payable processes utilizing NVIH accounting software such as purchase order processing, invoicing, and payment processing.
• Coordinate with Purchasing Agent to ensure all payments are made on a timely basis for all program supplies.
• Coordinate with Department Directors to ensure all Purchase Orders have been properly approved prior to paying.
• Handle all vendor payment inquiries and contact vendors for proper supporting documentation for payment.
• Ensure invoices are posted in the accounting software with the correct general ledger coding and in the proper fiscal period.
• Pay close attention to detail. Avoid duplicate payments and payments made to improper vendors.
• Follow up on outstanding checks. Provide report to CFO on the status of outstanding checks.
• Maintain up-to-date on 1099 rules and regulations.
• Perform other administrative activities from time-to-time in the absence of the Accounts Payable Coordinator or Fiscal Receptionist.
• Other duties as assigned.
  
  

Required Experience

REQUIRED QUALIFICATIONS:The following knowledge, skills, and abilities are required for an employee to successfully perform their duties.

• Five (5) years of increasingly responsible administrative experience.
• High School graduate or equivalent, GED.
• Accounts payable experience required.
• Demonstrate effective written and verbal communication skills.
• Advanced computer skills essential.
• Able to organize, adapt and prioritize daily tasks independently.
• Effective interpersonal skills in maintaining effective work relationships.
• Willing to be a responsible participant in the varied job/service duties, contract mandates and activities of NVIH.
• Commitment to maintain confidentiality as it relates to clients and co-workers.
• Sensitivity to those with different life styles and to the Native American culture.
• Willing to continue to learn and to attend trainings as needed.
• Valid California driver's license and proof of personal liability vehicle insurance as required by California state law.
  
  

Indian Preference. Preference in filling vacancies will be given to qualified Indian applicants in accordance with Indian Preference Act (Title 25, U.S. Code Section 472 & 473). In other than the above, Northern Valley Indian Health, Inc., is an Equal Opportunity and At Will Employer.

Benefits

• 4 weeks PTO
• 14 paid holidays
• Comprehensive healthcare insurance coverage
• 401(k)
• Supplemental benefits.
  
  

Keyword: Accounts Payable