What are the responsibilities and job description for the Accounts Payable Specialist position at Indianapolis Housing Agency?
Position Summary
SUMMARY:The Accounts Payable Specialist is part of the accounting team and oversees the Agency’s day-to-day financial transactions, including accounts payables, corporate credit card reconciliations and other specialized tasks. Responsible for the Agency's accounts payable check processing activities and assisting in other accounting activities. Performs a variety of tasks that include contact with vendors. Other duties include the overall maintenance of files including account verifications, payments and maintenance of computer records.
Position Responsibilities
- Maintains files and reports for each vendor. Contact vendors by phone, in writing, or in person to obtain or provide information.
- Data Entry of specific claim information, such as vendor number, account code, descriptions and amount necessary to process checks.
- Processes and verifies total accounts payable for all programs and maintains complete record through posting in the general ledger. Verifies data for accuracy.
- Credit card reconciliation.
- Compiles data to verify accuracy of bills and computes entries to determine prices and discounts. Research problem invoices and purchase orders.
- Provides scanned copies of invoices to various departments for approval.
- Reviews all payment claims to ensure that proper approval was obtained.
- Create manual checks when requested.
- Completes necessary forms for issuing replacement checks for stop payments.
- Runs trial reports for payables to check for accuracy; process, prints and obtains required signatures on checks; distributes and mails checks accordingly.
- Organizes, sorts and pays utility bills according to development and due dates. Organizes and records all batches to be used for the department.
- Ensures that all checks are entered by the end of the month to ensure accurate data for end of the month reporting.
- Prepares a reconciliation of outstanding payables at year-end. Ensures that all payables are properly recorded in the general ledger.
- Assists in compiling and reporting of annual tax information for the IRS.
- Performs other duties as assigned.
Qualifications
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Requires skill in operating computer equipment and general office machines. Knowledge of housing regulations and Agency policies, procedures and practices. Good knowledge of general office procedures and policies. Bondable.
EDUCATION and/or EXPERIENCE: Two-year Associate Degree in accounting or related area from an accredited college or university, or a graduate of a licensed business college. Requires data entry and bookkeeping/clerical experience, or an equivalent combination of education and experience. Familiar with Word and Excel software.
MATHEMATICAL SKILLS: Business mathematics, considerable knowledge of generally accepted accounting principles, practices, techniques, basic bookkeeping principles and record keeping procedures.
REASONING ABILITY: Ability to establish and maintain effective and courteous relationships with other employees, and the ability to deal effectively with situations that require tact and diplomacy.
CERTIFICATES, LICENSES, REGISTRATIONS: Valid Indiana Driver's license.
