Bookkeeper - Elder Affairs Program / Finance Account Payable Specialist

Essential Duties and Responsibilities

Elder Affairs Bookkeeping

• Management of client payments including management email inbox; enter invoice into appropriate databases; verify payment source, availability of funds, prior payments to specific account; route for approvals and processing of payment through completion
• Maintain client accounts within financial software.
• Prepare and issue payments in accordance with program policy and procedure; prepare client deposits in accordance with program policy and procedure; record transaction within financial software register.
• Communicate with vendors; maintain vendor list in system.
• Communicate with third party fiduciaries; re payments, deposits, reconciliations, management of accounts and recording in system.
• Prepare, submit, and follow up direct deposit requests for client income when appropriate.
• Set up and manage ACH payments for client invoices when appropriate.
• Mail payments to vendors; electronic filing of paid invoices.
• Review and manage reconciled account statements monthly; make corrections as needed; consult with Program Director (PD) as appropriate;; file all client account statements .
• Periodic/ as needed review of APY with banks for placing client funds outside of master account.
• Deposit preparation of program income; communications with Finance Department for deposits and reconciliation of program revenue.
• Maintain client reimbursements by preparation of deposits; communication with Finance Department for deposit to agency account and reconcile with central office monthly;.
• Maintain register/ client invoice of program fees; communicate with supervisor for outstanding payments; recording.
• Monthly entry of bookkeeping service to client file

Finance -Accounts Payable Specialist

• Paying invoices and recording all payments, tracking credits owed to the company.
• Reviewing all payments and expenses, including purchase orders, and invoices
• Reconciling monthly payable reports
• Responding to queries from suppliers, customers, and staff
• Perform other data entry functions into various databases and sub-systems.
• Ensure all invoices, check requests, expenses and bills have been properly authorized and backup detail is supplied to support charge.
• Audit expense reports to ensure proper coding of expenses and adherence to the stated travel policy and procedures.
• Assist with special projects as assigned.
• Obtain signatures on all checks.
• Has sound analytical skills and fully understands business processes in responsibility.
• Able to organize and prioritize areas of responsibility and complete work in a timely manner.
• Works well individually and collaboratively in a team environment keeping colleagues well-informed; asks for help when necessary; offers useful feedback.
• Must have good presentation skills and can effectively communicate.
• Organize monthly billing items including billable expenses.
• Adheres to work schedule hours.