What are the responsibilities and job description for the Accounts Payable position at Speed Art Museum?
Job Description
Job Description
Description : Reports to : CFO
Summary : The Finance Specialist - Accounts Payable (AP) is responsible for managing and processing the company’s accounts payable transactions in an accurate and timely manner. This role ensures compliance with company policies, vendor agreements, and financial regulations. The AP Specialist plays a key role in maintaining vendor relationships and supporting the overall efficiency of the accounting department.
FLSA : Hourly, Non-Exempt (eligible for overtime)
Duties and Responsibilities :
Reviews purchase orders and matches with invoices and payment authorizations.
Processes invoices for payment, utilizing current accounting system.
Prepares electronic payments and checks for signature and maintains files of supporting documentation.
Optimizes current purchase order system.
Finds efficiencies within the department related to accounts payable, general ledger, daily cash receipts, reconciliations and finance.
Produces and analyzes reports for the Finance and Donor Relations Director, including but not limited to, accounts payable reports, special projects, vendor analysis.
Reconciles daily receipts from various departments including but not limited to : Mail, Development, Guest Relations and Learning and Community Outreach. Reconciles petty cash accounts
Processing incoming and outgoing mail, dispersing incoming mail to proper staff’s mailboxes.
Maintains core office supply inventory and fulfills staff requests for supplies.
Responsible for counting and making bank runs for change for the Guest Relations cash tills.
Maintains contact with vendors as needed for account resolution, including letters and general correspondence.
Prepares Credit Applications for review by the Staff Accountant
Maintains employee business credit cards and responds to related bank inquiries as needed.
Assists with annual audit function.
Performs other work as required
Position Type / Expected Hours of Work :
This is a full-time exempt position. This position is NOT eligible for overtime pay.
Work Environment and Physical Requirements :
Extensive use of telephone and computer throughout the workday.
Sits, reaches, walks, climbs, and lifts intermittently throughout the workday so the requirements of this position can be fully met.
Communicate using English language.
Sees and hears or uses prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
Able to lift, push, pull, and move equipment, supplies, etc., of twenty-five (25) pounds throughout the workday
Able to adapt to and work from various locations so the requirements of this position can be fully met.
Willing, as necessary, to work beyond normal working hours, on weekends, and remains accessible when away from the Museum so the requirements of this position can be fully met.
Requirements : Qualifications :
Bachelor’s degree or equivalent relevant finance experience. Minimum of 1-year experience in finance or accounts payable.
Knowledgeable of accounting, account reconciliations and accounts payable.
Proficient with spreadsheet software and experienced in word processing software.
Able to become proficient with museum specific software including Blackbaud’s Financial Edge, Altru for Non-profits, Advanced Payroll System, Catalyst.
Customer service and office experience.
Handling and counting cash.
Essential Skills :
Supports and facilitates positive interaction with others by exhibiting : individual maturity, respect for others, a team-centered approach, maintenance of confidential information, and an awareness and sensitivity to cultural and other differences in our staff, board members, contributors, volunteers, and the public.
Must be a self-starter, able to work with little supervision, show attention to detail, and possess excellent organizational skills. Excellent verbal and written, communication skills. Ability to work accurately and efficiently and keep track of numerous projects simultaneously.
Presents a professional image in work attire and demeanor.
Ability to function independently and be flexible for interruptions and changing priorities.
Ability to process data entry. Exhibits skills in report writing. Skilled in financial and accounting procedures.
Proficient with Microsoft Office Suite (Outlook, Excel and Word).
Able to become proficient with museum specific software including Blackbaud’s Financial Edge and Altru for Non-profits.
Flexibility in problem solving techniques. Ability to accurately record and calculate figures.
Ability to meet deadlines, to pay constant attention to detail, and be well organized.
Understands and provides appropriate customer service to the staff of the Museum and the public. Exercise good judgment and adhere to confidentiality requirements.
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