Accounts Payable Specialist

Accounts Payable Specialist

Summary Description:

Under the direct supervision of the Controller the Accounts Payable Specialist performs a variety of activities to enter and disburse agency accounts payable and professional fees payable.

Exemplary Duties / Responsibilities:

Invoice & Payment Management:

• Review all invoices for appropriate documentation and approval prior to payment
• Sort and distribute incoming mail
• Process three-way P.O.’s and matching invoices with some up to 100 plus line items
• Prioritize invoices according to cash discount potential and payment terms
• Process check requests
• Audit and process credit card bills
• Match invoices to checks, review documentation to ensure all approval signatures are included

Vendor Management:

• 1099 maintenance
• Respond to all vendor inquiries
• Reconcile vendor statements, research and correct discrepancies

Expense Tracking & Month-End Close:

• Assist in month end closing
• Maintain files and documentation thoroughly and accurately, in accordance with company policy and generally accepted accounting practices
• Resource for compliance and reporting to meet standards of CARF and other regulatory agencies. 
• Assist with other projects as assigned

Minimum Qualifications:

Education/Experience:

Any combination of education or experience providing the required skill and knowledge for successful performance would qualify. Typical qualifications would be equivalent to:

• At least 2 years of experience in Accounts Payable
• High school diploma plus experience in tracking, billing and reporting of service participants.
• Specific hours will be according to departmental needs.
• Adherence to sound safety practices, rules and regulations.

Knowledge & Skills:

• Must be able to work well with employees and the public in a courteous and professional manner. 
• Must be able to work well with diversified cultures and a developmentally disabled population.
• Familiar with generally accepted accounting principles.
• Ability to maintain compliance with FLSA 14(c) requirements.
• Fast and accurate data entry skills.
• Beginning-to-intermediate ability to use Microsoft Excel.
• Strong problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills
• Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures
• This position does not supervise others and must be able to work independently with minimal supervision.
• Familiar with MAS90 or comparable accounting software.
• Working knowledge of Microsoft Outlook and Word.
• Provide own transportation to use on company business.
• Promote and demonstrate cooperation and teamwork.

Software(s) & System(s):

• Microsoft Office
• Sage Intacct

License/Certifications:

• APS / APM
• The Accounts Payable Specialists must possess a valid California motor vehicle operating license and must be willing to use his/her personal vehicle in the course of employment.

Preferred Qualifications:

• APS / APM Certification is a plus
• Previous Exp. With MAS90 is a plus

Core Competencies:

To perform the job successfully an individual should demonstrate the following competencies:

• Balance Sheet Management - Reconciling and training of functions for all direct liability accounts. Reviewing, updating, and allocating entries for banking (BofA). Sending bank uploads with ACH detail and running payment approval process with other department leaders. Becoming expert/power user on new Sage Intacct operating system.
• Task Management -Updating weekly vendor payments and reports (AP aging report). Ensuring payable files are maintained and updated. Closing the books within a two (2) week timeline, including vendor entries and accruals. Collaborating with all members of the Accounting Team to ensure that the team is on track for all closing and ad-hoc reports.
• Initiative -Ensuring the Accounting team is updated on various matters in regard to vendor payables aging, GL entries for banking, and reviewing AP accruals.Taking lead responsibility for AP balance sheet, checks, transfers, ACH, positive pay, cash distributions and returns.Performing audit compliance and gathering necessary data to support auditors (Harrington) including supporting auditor’s platform requests.
• Time Management -Reviewing and analyzing monthly POS comparisons (all stores) for accuracy.Ensuring the team stays on track for closing of P&Ls.Checking variances and ensuring entries are done accurately and timely.Initiating bank files on a consistent basis and verifying completion of vendor payments. Communicating directly with vendors when required (e.g., late payment inquiries)

This job posting should not be construed to imply that these requirements are the exclusive standard of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor