Accounts Payable Specialist

The Accounts Payable Specialist is primarily responsible for administering accounts payable, managing vendor setup and inquiries, and performing various accounting tasks on a daily and monthly basis. Reporting to the Accounting Manager, this role serves as part of the Accounting team and collaborates with other areas to provide accounts payable support in accordance with company policies.  

Essential Duties and Responsibilities

ACCOUNTS PAYABLE 

●    Ensure all vendor documentation is collected, reviewed and processed in accordance with company procedures and adheres to IRS regulations and company policies;

●    Enter and maintain vendors in the procurement and accounting software systems, in an accurate and timely manner;

●    Perform accounts payable duties as directed, including entering invoices into the web-based procurement/invoice processing system, confirming the existence of purchase orders for the invoices and ensuring the proper approval routing;     

●    Review payables for accuracy, proper coding, documentation and approvals, and overall compliance with accounting and purchasing policies;

●    Carry out the disbursement process by creating payment files, maintaining and updating EFT processes and independently working with banking institutions on foreign payment requirements;

●    Respond to and assist management and/or staff with issues and questions regarding Accounts Payable;

●    Communicate with and assist the procurement department regarding pricing or receiving discrepancies, ensuring timely approvals; 

●    Assist with preparing 1099s annually;

●    Manage payables filing system to ensure accurate and complete accounting records;

GENERAL LEDGER AND OTHER ACCOUNTING RESPONSIBILITIES

●    Process daily transactions in the general ledger and prepare/record assigned monthly journal entries as part of the month end close.

●    Reconcile balance sheets accounts. Independently analyze and resolve accounting discrepancies and/or irregularities in accordance with month-end closing schedule.

●    Create necessary financial reports and/or presentations requiring interpretation and analysis of accounting records.

●    Develop ad hoc schedules and spreadsheets to assist in review and analysis of financial records.

●    Assist in annual audit and 990 tax return preparation, ensuring audit and tax schedules are prepared and submitted for review on a timely basis.

●    Assist in researching GAAP and tax issues and document findings.

●    Recommend improvements to financial procedures, objectives and policies to enhance accounting operations and create efficiencies

●    Ensure compliance with applicable standards, rules, regulations and systems of internal control.

●    Clearly and concisely convey technical information orally and in writing to individuals.

●    Assist in creating training documents and presentations.

●    Additional duties and responsibilities as assigned.

Supervision Received and Exercised

Position works under direct supervision of the Accounting Manager and relies on experience and judgement to plan and accomplish goals.

Minimum Education and Experience Requirements

• Bachelor’s degree or equivalent in Accounting, Finance or related field required.
• 2-4 years’ financial and accounting (GAAP) experience preferably in a similar non-profit and/or for-profit environment. Management/supervisory experience not required.
• Strong understanding and application of GAAP, IRS, and audit requirements.
• Technically savvy with advanced knowledge of accounting and reporting software and proficiency in Microsoft Office applications (Excel, PowerPoint, Word).
• Proficient in using advanced Excel functions such as pivot tables, VLOOKUP, HLOOKUP, INDEX-MATCH, SUMIF, and COUNTIF to analyze and manipulate data.
• Experience with Sage Intacct and/or Coupa procurement/invoice processing software a plus.

Knowledge, Skills and Abilities Requirements

●    Adaptability: Ensures effective performance when faced with ambiguity, changing environments and demands.

●    Analytic Skills: Ability to think independently, objectively and interpret meaningful themes from quantitative and qualitative data and strong stewardship of confidential and/or sensitive information.

●    Ethics: Personal qualities of integrity, credibility, and commitment to PIR’s mission.

●    Relationship Management: Team player with a customer service focus and excellent communication / interpersonal skills that can work cooperatively with all levels of employees, management and external customers under tight deadlines.

●    Communication skills: Demonstrated ability to clearly communicate complex financial data and concepts in a concise manner (written & oral presentations) to a variety of audiences (internal customers, 3rd parties, and peers) as well as excellent listening and comprehension skills. 

●    Planning & Priority Setting: Demonstrates an ability to set objectives and organize work appropriately to meet objectives. Ability to navigate multiple priorities in a deadline driven environment.

●    Presentation Skills: Effective in a variety of presentation settings (one-on-one, small and large groups).

●    Problem Solving & Decision Quality: Ability to identify, analyze, and recommend process improvements including new technology.

●    May be required to work overtime during busy periods.

Fair Labor Standards Act

This position is considered non-exempt for the purposes of the Fair Labor Standards Act.

Physical Requirements 

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job

●    While performing the duties of this job, the employee is regularly required to talk and hear.

●    Ability to access information using a computer for up to 4 hours at a time.

●    Requires sitting or standing at a desk for extended periods of time.

●    Requires mobility within the office.

Work Environment.  This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones.

Reasonable Accommodation.  PIR will provide reasonable accommodation to the known physical or mental limitations of a qualified individual with a disability, unless doing so poses an undue hardship on the operation of the business.

Equal Employment Opportunity, OSHA and Harassment

Public Interest Registry (PIR) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender identification or genetics. In addition to federal law requirements, PIR complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall and transfers, leaves of absence, compensation and training.

PIR expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of PIR’s employees to perform their job duties may result in discipline up to and including discharge.

PIR provides a workplace free from recognized hazards and complies with standards, rules and regulations issued under the OSH Act.