Accounts Payable Analyst (60980)

Summary of Position:

Under the direction of the Assistant Controller, this position will be responsible for accounts payable and receivable administration. This includes vendor setup, input, invoice coding and routing, ensuring all incoming payments are received and processed, and maintaining precise record of all cash receipts. This position requires the ability to organize as well as effectively and efficiently utilize Microsoft Excel.

Essential duties:

Duties include, but are not limited to:

· Process a high volume of vendor invoices, reimbursement requests and expense reports accurately and on time, including coding to the correct GL accounts, locations, and grant or program funding sources. Thorough review of all invoices verifying that amounts billed are accurate, and that taxes have not been included on invoices according to the company’s tax exemption and provide exemption certificates to the vendors and business partners as needed. Maintain the AP schedule with current/projected invoices to assist with month-end accrual and ensure accurate month-end reporting.

· Manage invoice approval workflows in AP system, following up with approvers to keep payments moving and to avoid late fees.

· Prepare and process the weekly check run in AP system, including ensuring proper application of vendor credits, taking advantage of discounts offered, marking appropriate invoices as manually paid, resolving payment exceptions promptly.

· Serve as a friendly, responsive point of contact for staff and vendors with AP questions.

· Support month-end close by preparing journal entries for accrued expenses, credit card accrual and reclassing entries as needed.

· Reconcile AP subledger and credit card payable accounts monthly.

· Partner with Senior Accountant and Assistant Controller to track grant expenditures, including assisting with updating the monthly grant funds spreadsheet.

· Onboard new vendors and maintain vendor master data, including w-9 collection, payment details and 1099 eligibility

· Prepare/file annual 1099’s.

· Identify opportunities to improve AP controls, reporting, and automation, and help document procedures.

· Assist the Finance Department with year-end tasks.

· Scan all cash receipts received for documentation purposes and deposit using the bank scanner to ensure all payments are deposited/documented in a timely manner.

· Work collaboratively with various departments to assist with requests and projects.

· Properly communicate vendor updates/changes as needed.

· Generate and deliver reports to different departments as needed.

· Protect the organization’s value by keeping information confidential.

· Stay up to date on job knowledge by participating in educational training opportunities.

· Other duties as assigned.

Qualifications:

Basic Knowledge and Skills:

· Associate’s degree in accounting or related field. Relevant experience may be substituted in lieu of degree.

· 2 + years’ experience in accounts payable or combination of accounts payable and general accounting.

· Strong understanding of the full AP cycle, three-way match, and internal controls

· Working knowledge of GL coding and month-end close processes.

· Comfortable with productivity tools such as Microsoft Office Suite.

· Functional knowledge of databases and spreadsheet tools.

· Ability to work either independently or collaboratively as needed.

· Strong communication, critical thinking and organizational skills.

· High attention to detail and the ability to manage competing deadlines.

· Distinctly self-motivated and capable of handling multiple tasks as needed.

· Must be at least 21 years of age.

· Sage Intacct and Tipalti experience is a plus

Physical and Mental Requirements:

· Position requires extended periods of sitting and standing including bending and reaching.

· Handles stress in a positive manner.

· Ability to be flexible and to multitask.

· Demonstrated interest in working with an underserved population.

· I have reviewed the physical requirements form.