Accounts Payable Specialist

JOB DESCRIPTION

TITLE:    Accounts Payable Specialist        PROGRAM:    All Programs 

CLASS:    Non-Exempt                    REPORTS TO: Finance Director

LOCATION:    Central Office

GENERAL STATEMENT OF JOB SUMMARY:    

The Accounts Payable Specialist will be responsible for the accurate processing of various types of invoices, in accordance with company policies, into the financial software system to ensure payments are made to vendors in a timely basis.

SPECIFIC DUTIES AND RESPONSIBILITIES:

1.    Review invoices daily as received and match invoices to approved purchases orders, emergency PO’s, check requests, for weekly payment processing.

2.    Review and verify any duplicate vendors in the accounting financial system.

3.    Review and verify 1099’s our correct and have current updated forms stored.

4.    Review any outstanding purchase orders in Web-X and notify individuals who have PO’s over 30 days old.

5.    Process weekly check runs in accordance to fiscal policy with the exception of LIHEAP Program Crises check runs prepare as needed.

6.    Provide exceptional customer service in correspondence with vendors, procurement, and programs with research to resolve invoice discrepancies (i.e. PO, Contract, NO-PO) on a timely basis.

7.    Prepares and reconciles vendor statements on a monthly basis.

8.    Assist the WX Program Bookkeeper with necessary documents needed for the monthly WX Report and any necessary Journal Entry copies.

9.    Maintain a complete and accurate AP filing system that provides all paid vouchers filed alphabetically by fiscal year for the agency.

10.    To maintain an accurate and complete updated list of the current vendors in the financial system.

11.    To enter Journal Entries and Cash Receipts into the financial system as necessary.

12.    Assist Auditor with any requested items needed.

13.    To Assure all company expenditures processed through the Programs in compliance with OMB Uniform Guidance, as well as grant or contract awarded and Coastal Plain Area EOA, Inc. Fiscal Policy and Procedures Manual.

14.    Attend necessary training workshops, Agency functions, and departmental meetings and functions as scheduled.

15.    Report any items not approved by management to immediate supervisor.

16.    Other duties as assigned by immediate supervisor.

QUALIFICATIONS:

1.    High School diploma or equivalent and at least two (2) years’ experience.

2.    Two (2) to four (4) years Accounts Payable or Accounting experience.

3.    Intermediate computer skills.

4.    AP knowledge of common Accounts Payable or processes for various invoices including: Utilities, Purchase Orders, Contracts and Non-PO invoices.

5.    Detailed Oriented.

6.    Be a Self - Starter.

7.    The ability to maintain good working relationships with all staff levels and programs.

8.    Experience working with Non-Profit agencies helpful, but not required.

9.    Must be able to communicate clearly, both written and orally.

10.    Must be available to work 8:00 am - 5:00 pm, Monday through Friday.

11.    Ability to operate office machines (copier, duplicator, calculator, etc.)

12.    Working knowledge of Microsoft programs - Word and Excel.

13.    Strong organizational and time management skills.

14.    Ability to multitask in a potential stressful and fast paced environment and meet deadlines.

OTHER:

  1.    Must have current valid driver’s license and have access to use of automobile with current insurance.

  2.    Must be willing to attend all pertinent meetings and trainings, and travel to all work locations, if necessary.

  3.    Must exercise discretion and sound judgment in the performance of assigned duties.

  4.    Must understand and respect confidential information.

  5.    Must be cooperative and work as a team with other staff members.

  6.    Must have empathy for low-income families.