POSITION SUMMARY:

Under the direct supervision of the Office and Grants Manager, this position has primary responsibility for accounts payable transaction processing, recording of accounts payable in Solomon accounting system, preparation of cash receipts for deposit and general ledger reconciliation of accounts payable.

DUTIES AND RESPONSIBILITIES:

• Analyzes check requests and authorizations for payment for completeness and accuracy. Ensures fund number codes, appropriate authorization signatures and support documentation have been provided.
• Data entry of Accounts Payable activity into the accounting system; maintains Accounts Payable database.
• Collects information from vendors and independent contractors; sets ups and assigns vendor in AP database.
• Preparation and submission of annual 1099’s to the Internal Revenue Service.
• Interacts with Vendors to maintain positive professional relationships and resolves any complaints with respect to payments or billings.
• Maintains recurring payments database; edit payment amounts and vendor information as needed; ensures recurring payments are made timely.
• Consults with Director of Finance to determine cash available for check runs; produces and distributes Accounts Payable checks.
• Audit monthly corporate credit card statements; collect receipts from individual employees and match to statement of purchases made on behalf of the organization; prepare for data entry.
• Reviews Accounts Payable Aging Report
• Review and monitor vendor payment agreements to ensure compliance; noting due dates to avoid late fees; and/or find discounts to reduce invoice amounts.
• Provide company credit application information for new accounts as requested; insure information on credit app form is up-to-date.
• Receives and processes new Petty Cash Requests, reconcile and close PC accounts when necessary.
• Review Travel Advance requests and prepare for payment; reconciles Travel Advances issued against submitted Travel Reports and prepares reimbursement (if any) to employees. Reconciles Travel Advance Receivable to the general ledger.
• Prepares monthly journal entries to record agency copier and postage use to the General Ledger.
• Prepares cash and checks received for deposit; takes cash deposits to various banks.
• Prepares Donation Letters upon request, maintain file
• Provides accounts payable information to PPEP program staff as requested; researches inquiries.
• Preparation of annual audit schedules; assists with providing documentation to auditors.

MINIMUM QUALIFICATIONS:

• Associate’s degree in accounting or a related business field.
• Two (2) years prior work experience processing accounts payable for an organization of comparable size.
• Intermediate proficiency in MSWord, Excel, database programs, and Solomon financial or comparable software.

OR

• Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties of the position.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in accounting or a related field.
• Four (4) years prior work experience processing accounts payable using a PC based accounting system.
• Prior work experience in a government, education or private non-profit environment.

PHYSICAL REQUIREMENTS:

• Must be able to see/read a computer monitor screen.
• Must be able to lift and carry five (5) pounds.