SUMMARY: This position serves a key resource for Accounts Payable functions. Primarily responsible for all duties related to Accounts Payable for the Enterprise. Contacts include various customers including employees, agents, vendors and policyholders of the Enterprise. This position requires working with multiple payable & accounting systems for multiple companies within the Enterprise in order to maintain accurate accounting of expenses with weekly/monthly journal entries and account reconciliations.
PRIMARY RESPONSIBILITIES:
• Responsible for daily and monthly payable function by reviewing invoices and reports for accuracy.
• Reviews payable requests for compliance with Enterprise and Governmental policies.
• Reconciles various general ledger accounts, proposing and making correcting ledger entries when necessary. Reconciliations include but are not limited to, corporate projects, accounts payable and fixed asset accounts.
• Prepares, maintains and verifies data accuracy in ancillary systems for all companies within the Enterprise.
• Generates general ledger entries for the Enterprise.
• Answers telephone and email inquiries from customers including vendors and employees regarding payables, and travel reimbursements
• Compiles and maintains financial schedules and reports.
• Coordinates with Corporate Procurement in purchase order review and payment processing, tag tracking to comply with enterprise guidelines.
• Maintains confidentiality of information processed.
• Researches checks issued for the Enterprise for accounts payable
• Compiles and maintains the L-Hope account for AF Group. Balances account and works with HR to ensure Compiles with City of Lansing guidelines for this Program.
• Compiles monthly reports for Project Managers (PM) to assist with their review of ongoing capitalized expenses as well as once the project is completed.
• Compiles and maintains all Accounts Payable accruals for the Enterprise and clears all outstanding amounts with journal entries.
• Compiles and maintains the pre-paid expenses for the Enterprise and make monthly journal entries to record expenses to appropriately cost centers for budget tracking.
• Compiles and maintains the reconciliations for employee gift and awards for the Enterprise to ensure we are complying with the IRS rules on gifts and awards.
• Provides training/software support for internal & external customers on Finance systems.
• Updates fixed assets system as purchases/sales occur; determines appropriate asset category, useful life and depreciation method.
• Determines capitalized versus expensed purchases based on the corporate capitalization policy.
• Assists with annual budget process to provide expense information to cost center managers.
• Incumbent(s) serves as back up for travel and expense processing. Provides system support for employees using Concur the payables and expense processing software; including training new users.
Additional Duties for Refunds:
• Researches & reviews policyholder accounts for possible refunds within the Enterprise.
• Communicates with internal employees concerning policyholder accounts and current account status.
• Incumbent(s) primarily responsible for policyholder refunds and travel and expense.
EMPLOYMENT QUALIFICATIONS: A. EDUCATION REQUIRED: High school diploma or G.E.D. Minimum of an Associates degree in Accounting. Combinations of relevant education and work experience may be considered in lieu of credit hours.
B. EXPERIENCE REQUIRED: Minimum of three (3) years experience in accounts payable, general ledgers and financial reporting systems or equivalent work which provides the necessary skills, knowledge and abilities.
OR
Bachelor’s degree in Accounting or Finance and one year experience in accounts payable, general ledgers and financial reporting systems.
C. SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:
• Knowledge of general accounting and bookkeeping methods including journal entries, general ledger accounts, cost center structure and budgets.
• Ability to use a ten-key adding machine.
• Ability to perform mathematical calculations.
• Ability to use diplomacy, discretion and appropriate judgment when addressing callers.
• Ability to manage multiple priorities and meet established deadlines.
• Ability to proofread documents for accuracy of calculations.
• Excellent organizational skills and ability to prioritize work.
• Effective oral and written communication skills.
• Effective analytical and problem solving skills.
• Knowledge of computers and ability to enter alpha/numeric data accurately.
• Basic knowledge of word processing and database applications.
• Knowledge of spreadsheet software.
• Ability to effectively exchange information clearly and concisely, reports facts and other information and respond to questions as appropriate.
• Ability to analyze details of invoices and reports and, based on this analysis, make efficient and effective independent decisions within authority.
D. ADDITIONAL EDUCATION, EXPERIENCE, SKILLS, KNOWLEDGE AND/OR ABILITIES PREFERRED:
• Knowledge of departmental procedures, workflows, and systems preferred.
• Knowledge of general ledger, policy and claim processing systems preferred.
WORKING CONDITIONS: Work is performed in an office setting with no unusual hazards.
REQUIRED TESTING: (For HR use only) Math, 10-Key Data Entry, Alpha Numeric Data Entry, Intermediate Windows, Basic Word, Intermediate Excel, Basic Access, Reading Comprehension
