What are the responsibilities and job description for the Accounts Payable position at Sandestin Owners Association?
Job purpose
Maintains all transactional activity involving accounts payable including vendor management, (invoice collection, coding, approvals, recording, scanning and payment processing) prints checks, uses purchase card as needed, maintains and reports to the Assistant Director of Finance with day to day tasks and direction presented by the Assistant Director in conjunction with the Director.
Duties and responsibilities
The Staff Accounts Payable (AP) works with all employees and vendors within the Sandestin Owners Association (SOA) as it relates to invoices for goods and services as they are incurred by the SOA.
- Codes expenses to accounts and cost centers by analyzing invoice/expense reports; seeks approval from department heads, and prepares payment batches and ensures Account Coding and entries are consistently performed accurately and timely. Reconciles processed work by verifying entries and comparing system reports to balances.
- Pays vendors by monitoring discount opportunities; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; insuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments. Processes end of month accruals through the bill posting system when regular invoices are not received on a timely basis by accounting.
- Verify Tax ID numbers by ensuring all vendors have an active W-9 on file. To the extent vendors are considered independent contractors, and they are not a corporation, a procedure to ensure 1099 misc. forms are issued annually disclosing amounts paid to contractors.
- Prepares monthly activity reports for certain time sensitive insurance payments - i.e. Vendor Commercial Liability and Workman’s Comp insurance.
- Processes employee expense reports receiving and verifying approved expense reports and requests for advances; preparing checks.
- Posts transactions to accounting ledgers by verifying and posting account transactions ensuring consistency in recording expenses is maintained.
- Verify purchase card accounts by reconciling monthly statements and related transactions. Ensures account activity is reconciled monthly processing accounts and incoming payments in compliance with financial policies and procedures.
- Performing day to day financial transactions, including verifying, classifying, computing, posting and recording ARB transaction data.
- Maintains vendor records in paperless format by scanning all vendor documentation, invoicing, checks and reports into appropriate files.
- Assist AR with filing and scanning.
- Assists vendors, home owners, customers and auditors with questions related to accounting procedures and services.
- Processes monthly accounting statement such as; Special Events, Manual Invoices and individual assessment invoices.
- Maintain and assemble the monthly accounting book.
- Cross trained in Accounts Receivable Duties.
- Seeks opportunities to continuously improve existing processes, and educates self in accounting and financial matters connected to job activities.
- Seeks ways to employ technology where possible in daily job duties.
- Is consistently at work on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
- Proven working experience as accounts payable clerk or bookkeeper.
- Solid understanding of basic accounting principles.
- Proven ability to calculate, post and manage accounting figures and financial records.
- Data entry skills along with a knack for numbers.
- Hands-on experience in operating spreadsheets and accounting software.
- Proficiency in MS Office.
- Bachelor of Science degree in Finance, Accounting or Business Administration, or one to two years related experience and/or training; or equivalent combination of education and experience.
You must be legal to work in the United States.
Direct reports
This position is not a supervisory position.
Acknowledgements The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.