The Accounts Payable Accountant is responsible for processing accounts payable transactions accurately, efficiently and timely. This is a high volume position with multiple deadlines. This position also performs analytical tasks such as maintaining daily cash balances, monitoring of certain prepaid inventories; preparation of monthly, quarterly and annual reconciliations; preparation of assigned journal vouchers, participation in monthly, quarterly and annual closings; and for reconciliation, analysis and reporting of assigned funds.
ESSENTIAL JOB FUNCTIONS
The requirements listed are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job. To be successful in this position, an individual must be able to perform each specific job function consistently and satisfactorily. This position potentially communicates with all departments within the Agency as well as with external vendors, therefore, the incumbent must be able to work in a professional manner and have strong communication skills (both verbal and written). Strong organizational and reconciliation skills are essential due to the volume of transactions that cross the desk. Must be a team player to ensure overall program success. A strong understanding of accounting terminology and concepts is desired in addition to greater than average skills in Excel. Must have the ability to work with low-income and disadvantaged individuals with an objective, non-judgmental attitude.
DUTIES AND RESPONSIBILITIES
- Learn and understand the Agency general ledger, tracking of funds by fund type and source, federal cost categories and other fund requirements.
- Ability to process a high volume of accounts payable transactions on a day-to-day basis with a high degree of accuracy.
- Problem solve and reconcile accounts/vendor statements and discuss any abnormalities of questionable items with their direct report.
- Maintain vendor files (computer and W-9 records) and open purchase orders. Process annual 1099 forms. Communicate verbally and in writing as necessary with vendors, employees, benefit providers, etc.
- Prepare cash deposits and maintain daily cash balances for deposits and accounts payable. Reconcile Agency petty cash, and audit programs petty cash funds annually.
- Process and maintain purchase order system including A/P accruals for grant and fiscal year end. Maintain monthly program accruals as assigned.
- Maintain Weatherization work orders and prepaid stock worksheets. Reconcile prepaid inventories.
- Monitor, inventory, reconcile, journal and review prepaid and stock inventories as assigned.
- Assist in monitoring and maintaining vehicle inventories, registrations, licenses and other tax exempt status records.
- Prepare monthly, quarterly and annual reconciliations of various general ledger accounts, contribution receipts, and funds. Prepare and reconcile monthly closing entries with the ability to use critical thinking skills to resolve problems.
- Assist in quarterly reconciliation of donations and in kind contributions. Assist in preparing donation letters at calendar year end.
- Maintain filing systems and purge appropriate outdated records based on Agency retention guidelines.
- Complete special projects as assigned. Be flexible in assuming new duties. Perform other duties assigned and determine to be productive and efficient for the continuing improvement of the Agency.
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.
EDUCATION and/or EXPERIENCE:
Associates degree and two years of accounting and accounts payable or
High school diploma/GED with 4 years of accounts payable and accounting experience. Preference given to someone with nonprofit experience but willing to train the right person.
CERTIFICATES, LICENSES, REGISTRATIONS:
If selected, candidates operating a vehicle in the performance of Agency business, must have current and continuous liability insurance along with a satisfactory driving record and valid driver’s license.
OTHER SKILLS, ABILITIES and REQUIREMENTS:
Ability to use a computer, various software (Windows, Excel, Word and Microsoft Office) and 10‑key by touch. All job offers are contingent on the new hire’s ability to successfully pass a criminal background check.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must occasionally move up to 25 pounds; maintain a stationary position while using a computer; frequently communicate with co-workers and members of the community on the phone, in writing and in person, needs to move about inside the office to access cabinets, office machinery, etc. Able to sit for extended periods of time inputting transactions into the computer system. The noise level in the work environment is usually moderate.
The job requires repetitive use of hands and feet where 70-100% of the time is sitting at the computer for typing, data entry or using the 10-key. The employee must occasionally lift and/or move up to 50 pounds.