Accounts Payable and Purchasing Specialist

Accounts Payable & Purchasing Specialist

Position Title: Accounts Payable & Purchasing Specialist
Status: Full-time
FLSA Status: Non-Exempt
Department: Finance
Pay Rate: $25.00-$30.00 per hour
Supervisor: Finance Supervisor

We are looking for an experienced Accounts Payable Specialist who will play a vital role in ensuring timely and accurate processing of invoices, vendor payments, and financial record-keeping in accordance with standard operating procedures. The individual will be expected to work closely with internal teams and external vendors to maintain smooth operations within the Finance department.

Responsibilities

• Processes accounts payable invoices, enters data into QuickBooks accounting software ensuring accurate G/L and grant coding, and ensures timely and accurate payments to vendors; files paid invoices.
• Maintains accurate and up-to-date accounts payable records in accordance with accounting standards.
• Reconciles vendor statements and resolves any discrepancies in a timely manner.
• Communicates with vendors to resolve any issues related to payments or invoices.
• Assists with month-end closing activities related to accounts payable, including reconciliations and accruals, including but not limited to, agency credit cards, petty cash accounts.
• Ensures in-kind donations are properly recorded and reconciled.
• Monitors accounts payable aging reports and ensures timely payment of outstanding invoices.
• Ensures compliance with company policies and procedures related to accounts payable.
• Provides support for other accounting and finance functions as needed.
• Establishes and maintains relationships with new and existing vendors including necessary credit applications.
• Ensures that purchasing documents (invoices) are complete and accurate and includes appropriate approvals.
• Process the annual 1099 tax documents to vendors, maintaining W-9 information.
• Assists in all external audits as necessary.
• Process purchasing transactions including review and approval of the procurement of supplies and materials to carry out the mission of the agency.

Other duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• Degree in Accounting, Finance or Business Admin and equivalent experience (minimum 5 years)
• Proficient skills in QuickBooks and Excel
• Analytical and detail-oriented skills
• Organization and ability to multi-task under many operational and regulatory deadlines
• Flexibility: ability to work in a complex and changing organization and adapt to changes in structure and work priorities.
• Team Orientation: interest in working both independently and in groups and willingness to help team members to achieve goals.
• Ability to understand and implement directives.
• Self-initiative: ability to problem-solve and prioritize work.
• Ability to communicate clearly in both verbal and written form and relate effectively with others
• Proficiency in or knowledge of using a variety of computer software applications, such as QuickBooks, Excel, Word, PowerPoint, Outlook, Teams, Zoom

Physical Requirements

This work requires the following physical activities: climbing, bending, stooping, kneeling, twisting, reaching, sitting, standing, walking, lifting to 20lbs., finger dexterity, grasping, repetitive motions, talking, hearing, and visual acuity.

Additional Details

• The normal work schedule for this position is a 7.5-hour shift between the hours of 8:00 AM and 5:00PM, Monday through Friday. However, IPH operates on a 24/7 schedule and occasional off-hour meetings, special events, or unusual circumstances may be required as necessary.
• Pay Range: $25.00-$30.00 per hour depending on experience.
• Employer- sponsored health insurance available along with various ancillary benefits (LTD, STD, Voluntary Life, etc.)
• Generous paid time off including vacation, sick, personal leave and 11 paid holidays.

IPH provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Supplemental Pay:

• Yearly bonus

Ability to Commute:

• Albany, NY 12210 (Required)

Ability to Relocate:

• Albany, NY 12210: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $30