Contract & Accounts Payable Specialist

Travel:                       As needed

Position Location:   Hollywood Bureau

POSITION SUMMARY

The Contacts and Accounts Payable Specialist is responsible for the processing, tracking, and management of contracts, purchase orders, and all financial documentation for vendors and consultants for special and large-scale events produced by the NAACP, such as its annual national convention and NAACP Image Awards, and other internal and external events. As well as track and monitor revenue obtained from the awards process to include but not limited to submissions, ticket sales, and “For Your Consideration” campaigns

RESPONSIBILITIES/DUTIES

The Contacts and Accounts Payable Specialist will perform the following duties:

• Works with the Hollywood Bureau and Event Services team to develop or select suitable vendors via appropriate procurement methods such as bidding, tendering, and managing contract negotiations when needed;
• Manages the day-to-day operations with a focus on processing contracts, purchase orders, disbursement forms, and all financial paperwork related to events/productions;
• Keeps track of all payments and expenditures, including contracts, purchase orders, invoices, and statements;
• Ensures invoices have supporting documents and approvals are received in a timely manner from department managers;
• Works with the account receivables team and others to resolve contract and payment issues when necessary;
• Supports internal and external audit requirements;
• Answers and make phone calls from/to vendors, units, and the various divisions to verify information, obtain information, and maintaining positive relationships with all parties;
• During awards season, works with Submissions Manager to track revenue obtained from submissions, as well as from “For Your Consideration” campaigns, as well as other staffers as sit relates to ad sales for the program book and ticket sales for events;
• Ensures that proper documentation is obtained for all transactions and supporting documentation is received and distributed accordingly;
• Prepares analysis of accounts and produces monthly reports to inform financial decisions, as requested;
• Interacts with w/other departments as necessary; and
• Performs any other related duties assigned by the SVPs and VPs of the Event Services and Hollywood Bureau departments.

QUALIFICATIONS

Education/Professional Experience

• Minimum high school Diploma and Certificate in Accounting or equivalent preferred;
• 2 years of contract processing, accounts payable, and basic accounting are required;
• Experience in Airtable or other cloud-based accounting systems is preferred;
• Excellent organizational, analytical, and problem-solving skills;
• Comfortable working in a professional work environment;
• Working knowledge of Microsoft Excel, Microsoft Word, and Outlook
• Demonstrates general accounting knowledge;
• Works diligently during periods of high-volume departmental activity; and
• Demonstrates a willingness to learn to improve productivity and output;
• Excellent verbal and written communication skills.

NONDISCRIMINATION

It is the continuing policy of the NAACP to take affirmative action to assure equal opportunity for all current and prospective employees without regard to race, color, national origin, ancestry, age, gender, gender identity or expression, sexual orientation, personal appearance, marital status, familial status, family responsibility, pregnancy or other pregnancy-related conditions, childbirth, disability, military/veteran status, citizenship status, religion or political affiliation, past convictions or incarceration, prior psychiatric treatment, or any other status protected by federal or state law, local ordinance or Executive Orders. The NAACP is an Equal Opportunity Employer.