The Accounts Payable Specialist position supports the Accounting Department by performing all duties related to Accounts Payable, in addition to reconciliations, assisting with audit preparation, and administrative tasks. This position works under the supervision of the Controller.
Accurate and timely upload, entry, and coding of invoices in a high-volume work environment. Weekly preparation, processing, and distribution of vendor payment reports and checks. In conjunction with the Purchasing, proactively follow-up on open purchase orders. Actively participate in enhancements to the accounts payable process; suggest and implement best practices to improve controls and efficiencies. Maintain all 1099 vendor documentation and prepare annual Form 1099 submissions.
Maintain approved vendor listing, including obtaining new vendor forms, W-9’s and other related documentation. Resolve all vendor disagreements, including discrepancies, disputing of late fees, and penalties and account reconciliation. Maintain the Agency’s corporate expense card reports, including: tracking of monthly expenses, reviewing cardholder expenses for accurate coding, running reports from online expense reporting portal, preparing and uploading monthly journal entries. Through these activities demonstrate an understanding of and commitment to our core values of access, activism, care, confidentiality, diversity, excellence, integrity, respect, self-determination, and stewardship; practice these values in relations with internal and external customers.
Perform support functions for the Finance Department including journal entry preparation, account reconciliation, filing, faxing, scanning, data entry, and general reporting as requested. Track and analyze expenses for capital projects and grants as needed.
Assist in analyzing and investigating budget to actual variances as needed. Assist in the preparation of audit schedules for outside auditors. Work with finance management to assess best practices and create documented procedures. Ensure compliance with accounting deadlines. Perform account analysis as needed. While performing the duties of this job, the employee is regularly required to stand, walk, climb stairs, talk, speak, and hear. The employee frequently is required to use hands and fingers to handle, type, or feel and reach. The employee is regularly required to sit. The employee must occasionally lift and/or move up to 25 pounds. Other duties as assigned.