Accounts Payable Specialist

Job Summary

Responsible for performing day-to-day functions necessary to administer and process purchase requests and related documents, including transferring data between procurement and accounting software systems. Assist with annual agency budget process and grant budget detail entry into Prophix. Sets precedent within limits and/or administers operating rules and procedures under management guidance. Performs advanced troubleshooting or analysis; uses judgement to select from multiple known alternatives. Frequent interaction to provide detailed procedural explanations or technical responses and/or occasional interaction requiring detailed procedural explanations or technical responses.

Responsibilities/Essential Functions:

• Verify and review purchase request accounts payable packets for accuracy, required documents, and general ledger distribution including coding incoming invoices with the correct account coding and matching to purchase orders. Update purchase orders in the purchasing system and monitor and manage the Accounts Payable mailbox.
• Work with purchasing staff to maintain item information and find efficiencies related to eRequester system processes. Review and reconcile assigned general ledger accounts. Research and follow up to resolve outstanding items in a timely manner.
• Manage credit/purchasing card statement processes to ensure completion. Work with various departments to ensure receipt/documentation for all transactions is collected. Manage Purchasing Manager’s credit/purchasing card statement documentation. Prepare financial report summary on all corporate credit/purchasing cards and journal entry import documentation.
• Maintain prepaid supplies ledger account including distribution processes for client assistance gift cards within both the general ledger and eRequester systems.
• Assist with month-end and year-end audit and grant monitoring tasks as needed and in preparation of month-end closing financial statement reports for accounting management, Policy Council, requested committees, and Board of Directors.
• Support the Manager, Reporting & Budget with budget-related tasks including presentation of oral and written reports as requested. Provide cross-training to peers/colleagues. Prepare reports, statistical compilations, and analysis of data for management as needed.
• Perform other duties as assigned or requested.

Required Education/Experience

• Associate degree required, Bachelor degree preferred. A combination of education and experience may be considered.

• 3-5 years of prerequisite related work experience.

Knowledge/Skills/Abilities

• Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
• Ability to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
• Must be able to accurately audit records and ensure compliance with written or oral guidelines.
• Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
• Intermediate MS Office skills, working knowledge of accounting and budgeting practices.
• Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.

Work Location

In-person work and collaboration are requirements for this position. Employee is expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.

Essential Physical & Mental Requirements

Work is in a normal office environment. Employees are subject to standing, stooping, walking, lifting, and carrying objects throughout daily job performance. Intermittent effort involving lifting amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Driving is required intermittently, with exposure to normal traffic hazards.