Accounts Payable Specialist

Description

This is an onsite position. The Accounts Payable Specialist is responsible for processing time-sensitive check requests, ACH payments and credit card transactions. This person will be a tech-savvy finance team member working in various systems. Additionally, this person will be an integral partner to family advocates and caseworkers in assisting with urgent needs from families experiencing homelessness.

Essential FunctionsReview all check and payment request for the following: proper signatures, authorization, dollar amount, funding source, necessary supporting documentation, ensure expense is an allowable cost of the Agency/Program/Grant, assign proper GL, Program, Sub-Program, Client code

• Create Accounts Payable batches in accounting system from approved invoices/check requests
• Obtain required vendor documentation and provide to Accounts Payable and Grants Manager for maintenance of Vendor Master Files
• Enter data from the invoices, bills, and check requests into supporting Grant Register and ensure grant balances are adequate to cover requested expenses
• Assist Accounts Payable and Grants Manager with monthly reconciliation of Grant Register, investigate discrepancies between Register and GL Detail and prepare necessary correcting entries for Accounts Payable and Grants Manager to review and post
• Obtain all credit card receipts, expense reports and ensure proper authorizations.
• Reconcile receipts with monthly credit card statements and investigate and follow up with missing receipts or unapproved charges
• Present AP batches for review and approval to the CFO or Senior Accountant.
• Print checks, process ACH payments and coordinate obtaining proper signatures
• File copied checks and supporting documentation in appropriate vendor/grant file
• Retrieve copies of cancelled checks from online bank account for billing and audit requirements
• Assist in maintaining Accounts Payable monthly billing schedule to ensure all invoices/expenses are received by Accounting department, are authorized and paid timely
• Courteously and promptly assist and reply to all payment inquiries from outside vendors, landlords or AAF staff
• Review and be familiar with grants to ensure understanding of allowable and unallowable costs for proper segregation in the accounting system
• Assist with all Department projects as assigned, including grant and financial statement audits

Requirements

• Associates degree in Accounting, Business Management, Finance or related field required
• Two or more years’ experience (including high volume payables and cost allocations) required
• Thorough knowledge and proficiency with Microsoft Office (Outlook, Word, SharePoint, and Advanced proficiency in Excel)
• Knowledge of Abila MIP and Ariett a plus
• Ability to learn and master multiple software applications quickly
• Ability to handle multiple assignments, prioritize and meet deadlines
• Ability to use standard office equipment
• Ability to adapt to and accept changes as required
• Ability to adapt and embrace to agency culture
• Ability to establish and maintain effective working relationships
• Flexibility to accept changes as required
• Excellent time management skills
• Excellent customer service and communication skills
• Exceptional organization and analytical skills
• Must be adaptable and able to manage changing priorities
• Must be able to prioritize workload and manage multiple assignments simultaneously
• Must be able to work under pressure and meet close deadlines
• Maintain a valid FL driver’s license and the ability to be insured

Working Conditions

• Work is performed in standard office environment

Physical Requirements

• Prolonged periods of sitting
• Able to bend and lift over your head
• Able to lift a minimum of 25 pounds
• Ability to drive and be insured