Accounts Payable Specialist

International Spy Museum is a private nonprofit museum dedicated to educating the public about the world of espionage and intelligence through exhibits, educational programs, special events, and public outreach. Come join an organization whose mission is to create compelling exhibitions and other learning experiences that shed light on the shadow world of espionage and intelligence, educating and challenging each of us to engage critically with the complex world around us.

The Accounts Payable Specialist is responsible for day-to-day financial transactions related to inventory vendors and corporate credit card reconciliations. The Accounts Payable Specialist will also work closely with the accounting associate with employee reimbursements and Employee corporate credit card reconciliations. The Accounts Payable Specialist must exercise discretion in executing essential functions and be able to work independently, following through on assignments. Accurate data entry to maintain the integrity of the accounting system, processes expenditures, receipts, and other financial transactions. Ensures financial files are complete, organized, and maintained as needed, and assists accounting personnel through research and clerical duties.

Success Traits

• Trustworthy and Reliable.
• Good Time Management.
• Well-Organized, and Efficient.
• Ability to adhere to, and meet deadlines.
• Ability to maintain a high level of confidentiality.

Responsibilities

• Provide accounting and clerical support to the department.
• Analyzes and processes accounts payable in a timely manner.
• Responsible for retail inventory invoice processing.
• Responsible for electronic document filing and scanning financial documents including vendor checks, expense reports, bank rec’s, eft wires, and other misc. documents.
• Responsible for accurate and complete financial records in a cloud-based environment.
• Responsible for electronic storage of retail inventory mark-out and damage documentation.
• Responsible for retail inventory cost and quantity adjustments.
• Responsible for inputting retail inventory invoices into accounting software.
• Research, track, and resolve accounting discrepancies related to retail inventory vendors.
• Responsible for retail DC reseller license distribution.
• Responsible for cash/coin collections and deposit.
• Open and sort daily accounting department mail.
• Aide in inventory review and minor inventory management.
• Collects and maintains W9 files for retail inventory vendors.
• Assist in monthly safe audits.
• Handles all retail inventory vendor correspondence via phone or email.
• Investigates and resolves problems associated with processing of invoices.
• Receives, researches, and resolves internal and external inquiries concerning account status including communication the resolution of discrepancies to appropriate persons.
• Update vendor account information as needed; ensure proper documentation is obtained and filed.
• Assist in compiling information and preparing responses to auditors during the annual external audit.
• Performs other duties as required to support the Accounting and Finance Department.

Minimum Education and Experience

• Associates degree in Business, Accounting or Finance; or 4 to 6 years of equivalent experience in lieu of a degree.
• 2 years of accounting experience.
• Demonstrated ability to work independently, perform several functions simultaneously and to prioritize work.
• Must be flexible and work as a team-player within the department and interface positively with external contacts.
• Well-developed team skills, unquestioned integrity, and the experience, confidence, and presence to effectively handle interpersonal relationships and sensitive financial issues.

Skills Preferred

• Microsoft Dynamics GP experience desired.
• High attention to detail and accuracy.
• Strong organizational and time management skills with a keen ability to prioritize and multi-task.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Excellent communicator (oral and written) including the desire to ask questions and learn from co-workers.
• Proven ability to work collaboratively with others.
• Strong administrative and data management skills.
• Excel, word, and outlook intermediate level competency.