Accounts Payable/Receivable Administrator

SUMMARY.

This position reports directly to the CFO and will assist with all phases of fiscal operations. The accounts payable/receivable clerk must be detail oriented and able to handle several projects at the same time, highly organized and a team player. Haven for Hope is a not-for-profit organization whose mission is to save and transform lives with the hopes to end homelessness.

ESSENTIAL DUTIES AND RESPONSIBILITIES.   

1. Processing of accounts payable:

• Inputting of all invoices into the Fiscal accounting system (Intacct).
• Processing accounts payable checks and batching with invoices and verifying proper coding and transaction descriptions are included. Ensuring that sufficient documentation supporting the check request such as invoices and receipts are included with the check request. Ensuring that the expenses are recorded in the proper accounting period (i.e. in month that services are incurred (or pre-paid if applicable)
• Preparing all refund check requests and ensure proper backup to prepare the refund checks.
• Verifying that all check requests are complete and authorized by the appropriate department directors and signed off by the CFO.
• Verifying that invoices being processed are not duplicates and payments are made from invoices and not statements.
• Maintaining vendor information within the accounting system such as current addresses, phone numbers, contacts, EINs and W9s on file. Ensuring annually that the vendor database is reviewed to ensure completeness of information
• Preparing Federal Forms 1096 and 1099 on an annual basis.
• Follow up on any vendor accounts and invoices that are in dispute and report on their status to the controller

2. Processing of cash receipts:

• Posting lockbox deposits from the bank to the Financial System on a daily basis.
• Posting credit card charges processed to the financial database on daily basis and confirming charges to the credit card holders.
• Recording of conference registrations and memberships into the Financial System as they are received for the conferences and maintaining the records in Financial System.
• Recognizing duplicates or overpayments and recording them appropriately.

3. Monitoring of Accounts Receivable:

• Assisting in collecting on the accounts receivable.
• Applying cash receipts to outstanding accounts receivable, if applicable.

4. Assisting with the monthly closing process:

• Assisting in performing general ledger account analysis for proper adjustments.
• Performing monthly reconciliations of prepaid expenses, accounts payable and accounts receivable or others upon request of the VP of Finance and posting the adjusting journal entries.

5. Assisting with the year-end closing process:

• Assisting with year-end account analysis, responding to auditor requests such as pulling supporting documentation for selected transactions, approved check requests and copies of checks as needed by the auditor.
• File room.
• Handle phone inquiries & email inquiries within the department, pertaining to cash receipts and accounts payable.
• Develops client relationships (with staff and external customers).
• Other duties as assigned.