Job Description

Department:  Shared Services

Title:  Accounts Payable/Receivable Specialist           

FLSA Status:  Non -Exempt

Reports to:  Director of Finance

Purpose

The purpose of an Accounts Payable/Receivable Specialist is to manage the Collaborative for Educational Services financial transactions and ensure accurate and timely processing.

Essential Functions

 Accounts Payable

• Responsible for all Accounts Payable (AP) including but not limited to processing purchase orders, invoices, employee reimbursement, monthly vendor payments, and audit support

• Interact with vendors and employees on AP issues

• Request and file W-9 for all vendors  

• Annual 1099 preparation and submission

• Monitor invoices to ensure that sales tax is not paid  

• Maintain current Massachusetts sales tax exemption certificate

• Manage Credit Card issuance to staff and ensure appropriate use and documentation of purchases

• Provide a monthly Aging Report

• Informs staff and/or outside parties regarding procedural requirements for the purpose of processing transactions

• Maintains financial information, files and records (e.g. purchase orders, invoices, accounts payable warrants, shipment verifications, expense reports, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines

• Participates in meetings, in-service training, workshops, etc. for the purpose of conveying and/or gathering information required to perform job functions

• Reconciles financial data (e.g. Credit Cards, phone bills, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices

Accounts Receivable

• Provide support for Account Receivable (AR) including but not limited to processing checks, cash, online deposits, collections, generate invoices, and audit support

• Support AR in all related month-end General Ledger transactions and reports

• Interact with vendors and employees on AR issues

• Support AR in the preparation of monthly billing for contracts. Maintain tuition and contract commitment forms and revise billing as needed

• Support AR in the management receipts, prepare bank deposits and post activity to AR and General Ledger 

• Support AR in maintaining a current cash sheet to include all activity, including payroll, AP checks, electronic deposits, etc

• Support AR with a monthly Aging Report

• Using Excel, support reconciling cash receipt reports with other databases and resolve and explain discrepancies 

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the AP/AR work

• Participate and work cooperatively and constructively as part of the Finance Office and part of various teams with all other departments

• Maintain a professional and efficient working environment

• Assume any and all additional responsibilities as assigned by the Director of Finance or Executive Director (or designee)

• Complete annual mandatory training

Minimum Qualifications

• A minimum of three years experience with AP/AR

• Demonstrated analytical and effective organizational skills

• Demonstrated ability to work effectively with colleagues

• Ability to express ideas clearly and concisely in written and oral communication

• Proven track record of being detail oriented, inquisitive and collaborative

• Ability to maintain strict confidentiality

• Ability to multitask, prioritize work, focus on details and respond to demanding job duties with a positive mindset

Preferred Qualifications

• Tyler Technologies - Infinite Visions software experience

• Salesforce software experience

• Skilled in use of Microsoft Excel software and financial systems

• Skilled in the use of the following Google Apps: Mail, Drive, Docs, Sheets and Calendar

Physical Demands

• Ability to operate a copier, create and maintain files, and operate routine office equipment

• Able to view and work on a computer for long periods of time

• Requires frequent communication and conversation effectively in real time with persons from multiple backgrounds and cultures, which may include providing training and/or technical support 

• May occasionally need to lift and/or move objects weighing up to 25 lbs

• Requires the ability to effectively handle job stress in the performance of duties

Work Conditions

• This is an on-site position at CES offices in Northampton, with the flexibility to work up to one day per week from home 

• Employees expected to follow CES Workplace Safety Standards and required COVID-19 prevention and mitigation protocols. Expectations require wearing a mask, using gloves when cleaning, attention to social distancing guidelines, and complying with hygiene standards 

Terms of Employment 

• Full time, year-round position

• 35 hours/week, Monday-Friday, additional hours as necessary

• Position is eligible for employer subsidized health, dental, life and LTD insurances, as well as other benefits described in the CES employee handbook 

Compensation

• Hourly Range $20-$25

CES is an equal opportunity employer and is particularly interested in candidates from a diverse range of cultural, ethnic,and racial backgrounds.  We are especially interested in candidates whose backgrounds are well-suited to understanding and addressing the needs of the diverse student population we serve.

Salary : $20 - $25