Accounts Payable Specialist - ME

Job Summary:?The primary responsibility of the Accounts Payable Specialist is to process all invoice requests for payment, research and respond to vendor inquiries, prepare and mail Form 1099's annually, and vendor maintenance within the accounting system.? This includes the sorting and distribution of invoices to the appropriate budget managers, entering requests in the accounting system on a timely basis for review and approval, following up on outstanding approvals, ensuring the proper supporting documentation for the invoice is provided, and processing the checks/EFT payments.

Essential Duties and Responsibilities

Accounts Payable Processing:

• Manage the accounts payable cycle from invoice entry to AP invoice audit, including maintaining detailed electronic accounts payable records.

• Open and sort physical mail for separate processing for Real Estate and Asset Management (REAM), Project HOME, and Managed Entities. Scanning all paper invoices to invoices@projecthome.org. Manage the invoices email box ensuring all invoices are addressed within 32 hours of receipt.

• Confirm proper approvals and supporting documentation of submitted invoices and follow up on incomplete information or missing approvals.?

• Print checks or manage the payments made by third party processor, which may include checks, ach, and vendor card. Obtain signature on the manual checks according to the company's approval policy and ensure positive pay is communicated and completed for these checks.

• Review pending invoices and/or purchase orders weekly for invoices sitting in approval buckets for 5 business days or more and send reminder emails to employees who are not processing invoices in a timely fashion with a list of the invoices in their approval bucket.

Vendor Maintenance:

• Maintain the vendor files in the accounting system and update, when needed, contact information, 1099, W-9, EFT forms.
• Act as a liaison between the company and vendors to address any payment and invoices issues that may arise.

Audit & Tax:

• Assist the General Accountant and Senior Accountant with identifying year-end accruals and ensure proper year end cut off based on the service dates on the invoices at year-end.
• Prepare & gather requested schedules and supporting documentation for the annual audit.
• Prepare Form 1099's for all applicable vendors and coordinate review & filing.

Other:

• Evaluate the processes related to payroll for efficiency and effectiveness and make recommendations to the Accounting Manager for possible improvements.
• Additional duties as assigned by the Accounting Manager.

Minimum Qualifications?

• High school diploma or GED, or equivalent experience (2 years).?
• At least one (1) year experience in an office or customer service environment.
• Excellent oral and written communication skills, attention to detail, and strong organizational and customer service orientation are required.

What Qualifications or Experience You May Bring:

• Knowledge of financial month-end close and journal entry processes
• Experience with Blackbaud Financial Edge or Yardi software
• Intermediate to Advanced Excel skills and strong proficiency in other Microsoft Office applications.

PHYSICAL REQUIREMENTS

• Ability to move to or remain sedentary for periods of time in various locations

Project HOME provides equal employment opportunities to all employees and applicants for employment, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, genetic information, or any other characteristic protected by federal, state, or local laws. Project HOME prohibits discrimination and harassment of any type.

Project HOME reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of the duties and responsibilities of the job nor does it constitute a written or implied contract.