Accounts Payable Specialist

Port of Astoria

Job Description

Accounts Payable Specialist

Updated January 2024

The Accounts Payable Specialist position is accountable for managing and processing accounts payable, assisting the Accounts Receivable specialist with customer payments, and assisting the Finance/HR Director with monthly and year-end journal entries to ensure accuracy of financial reporting.

Principal Responsibilities:

Accounts Payable

1. Obtain payment approvals from applicable managers for invoices.
2. Enter all supplier invoices into the payables software.
3. Process credit card receipts and make applicable payments.
4. Process vendor invoices when due, including check payments, wire transfers, etc.
5. Reconcile bank activity to general ledger and input EFT and ACH payments.
6. Monitor LT Debt amortization schedules to ensure accuracy in processing payments.
7. Respond to vendor requests for information, as needed.
8. Manage vendor relationships; monitor W-9 forms and compliance for certificates of insurance.
9. Prepare annual 1099 forms to applicable vendors.
10. Scan invoices and save as attachments to respective bills in QB.

Accounting

1. Record daily deposits for Port general operations, airport, and marina; monitor bank account activity.
2. Record customer payments made by credit card using mid-month bank rec, customer invoices, and QB reports.
3. Deposit checks and cash to operating account 2-3 times a week.
4. Conduct monthly reconciliation of payroll and money market bank accounts.
5. Maintain an orderly accounting filing system.
6. Assist with preparing year-end journal entries related to interest expense, tenant rent credits, reclassing LT debt payments and current portion of LT debt.
7. Assist with recording monthly journal entries.
8. Scan journal entries and save as attachments. Keep journal entry binder updated.

Other Responsibilities

1. Conduct monthly reconciliation of rent roll and tenant billing; coordinate with accounts receivable and properties manager to resolve billing issues.
2. Match customer payments with A/R and follow up with property manager and A/R specialist on discrepancies.3. Submit background check requests for new tenants.
4. Put together billing for Life Flight using airport reconciliation worksheets and pricing histories.
5. Maintain customer Prepaid Rents and Security Deposit schedules.
6. Back-up Finance/HR Director functions as needed.
7. Back-up Administrative Coordinator functions by processing mail and putting together deposits.
8. Other duties as assigned.

Desired Qualifications: Minimum of two years progressively responsible work in Accounts Payable on a computerized accounting system. An Associate’s or Bachelor's degree in finance, accounting, or a related field preferred. Requires strong analytical skills, spreadsheet proficiency, communication skills, being detail orientated, having the ability to process large volumes of work independently, being able to meet multiple demands in a limited amount of time and being a team player.

Working Conditions: Primarily in an office environment.

Compensation: $26-30/hr and includes full employer-paid benefits (health, dental, and health reimbursement account), paid time off, and PERS retirement benefits.