Staff Accountant- AP and Procurement

Pittsburgh Zoo & Aquarium

Position Description

Position Title: Staff Accountant, Procure-to-Pay(Purchasing and Accounts Payable)

Job Code: 

Department:Finance

Job Grade:

Reports To:Director of Finance, Controller

FLSA Status:Full-time, Exempt

Purpose: The Staff Accountant, Accounts Payable and Procurement, is responsible for supporting the organization's accounting operations with a primary focus on accounts payable, purchasing, vendor management, and financial controls. This role ensures accurate and timely processing of invoices and payments, oversees procurement activities, maintains vendor relationships, and assists with month-end close, budget and financial reporting activities. The position works closely with internal departments and external vendors to support efficient purchasing processes and compliance with organizational policies.

Essential Job Functions:

1. Review and process purchase requisitions and purchase orders.

1. Match purchase orders, receipts, and invoices; investigate and resolve discrepancies.

1. Manage vendor onboarding, maintain vendor records, and ensure required documentation is current.

1. Administer and oversee the Zoo’s purchasing card program including the review and monitoring of compliance with the Zoo’s internal controls, policies and procedures.

1. Analyze organizational (department) spending trends and advise management on cost containment opportunities. Negotiate Zoo-wide purchasing agreements, preferred vendors and contract terms that lead to improved pricing, service levels, and procurement efficiencies.

1. Process vendor invoices and employee expense reimbursements accurately and timely.

1. Prepare and execute payment runs via ACH, wire, check, and other payment methods.

1. Monitor vendor contracts, pricing, and purchasing opportunities. Evaluate Vendor Proposals and make recommendations regarding vendor selection and contract awards.

1. Monitor purchasing activity to ensure compliance with company policies and budgets.

1. Reconcile vendor statements and resolve accounts payable issues.

1. Assist with month-end close activities, accruals, and audit requests. Including Accounts Payable reconciliation.

1. Develop and maintain strong relationships with vendors and internal stakeholders.

1. Identify opportunities for process improvements, cost savings, and automation. Recommend improvements to procurement and payment controls.

1. Support special projects and undertake additional finance, accounting, procurement, and operational responsibilities as assigned to support the organization’s objectives.

1. Participate in budgeting, forecasting and cash flow planning.

1. Support year-end audit activities and coordinate requests from external auditors. 

Performance Factors:

1. Strong attention to detail, organizational skills, and problem-solving abilities. 

1. Excellent communication and vendor management skills. 

1. Knowledge of internal controls, invoice processing, purchasing practices, and payment procedures.

Education/Experience/Knowledge/Skills:

Associate or bachelor’s degree in accounting, Finance, Business Administration, or related field.

2-5 years of accounting experience preferably in accounts payable, procurement, purchasing, or related finance functions.

Experience with ERP systems and proficient in Microsoft Excel.