Accounts Payable Specialist

CRITICAL ELEMENTS:

1) Computerized Accounts Payable: Ensure required documentation of all invoices/expense requests before processing for payment. Correctly classify all invoices with proper general ledger account numbers and enter into the computer for disbursement. Record appropriate accounts, dates and payment information on invoices and in other records. Coordinate timely disbursement of payables with Accountant and the Director of Finance. Proper filing/maintenance of invoices with all correct information recorded. Generate and maintain accounts payable reports.

2) Prepare cash requirements for weekly and/or biweekly approval.

3) Identify reimbursable expenses by funding source. Copy documentation to support monthly grant and funding reimbursements.

4) Account Analysis: Review on a weekly and monthly basis to ensure proper coding of transactions. Monthly and annual reconciliations.

5) Month End Processing: Follow procedures for month end close of accounts payable in the time period required. Verify accuracy of generated reports and make corrections as needed. Reconcile monthly to general ledger.

6) Cash/Check Disbursements: Monitor petty cash, ensure proper procedures are followed (correct authorizations on expense requests, receipts, no tax paid, purchase order number assigned, etc.) Replenish petty cash monthly and classify purchases to proper general ledger account numbers. Follow-up on all Agency check expense requests that need to have receipts returned or additional documentation in accordance with Agency policy.

7) Bank/Credit Card Purchases: Reconcile and enter incoming receipts into the accounting system with bank or credit card statements. Classify receipts to proper general ledger account numbers. Prepare monthly report for Office Manager and/or Accountant to reconcile bank accounts to general ledger.

8) Purchase Order System: Monitor and maintain purchase order system. Ensure that purchase orders are assigned for all expense requests/invoices in accordance with Agency purchase order policy. Create, monitor and process requisitions, purchase orders and receipts in computerized purchase order system.

9) Assist in annual audit schedule preparation, record retrieval and other reporting requirements.

10) Maintain vendor records electronically and in paper files. Coordinate 1099 reporting at year end.

11) Contact vendors and Agency employees regarding billing, requests, and other issues.

ADDITIONAL ELEMENTS:

1) Additional duties as assigned by the Director of Finance, Assistant Director of Finance or Fiscal Manager.

2) Assist with other fiscal duties i.e. client rent collection, document creation, office coverage, mail, etc.

3) Backup telephone and office coverage when needed.

4) Cross train to learn other department roles such as payroll and billing duties when needed.

5) Deliver contracts, deposits to the banks and other documents as needed.

6) Follow and support agency philosophy, policies and procedures.

Minimum Qualifications:  minimum age 21 years, associate degree in accounting and/or college credits in accounting and/or experience in bookkeeping. E.O.E.