Accounts Payable Specialist

Job Overview

This position is responsible for assisting with the functions in the Finance/Accounting Department.

Job Responsibilities

• Promotes and models the organization’s Core Values.
• Receives and stamps incoming mail and monitors the accounts payable email accounts.
• Assists in the purchase order and check request process.
• Matches invoice to PO and other supporting documents in the Document Management System.
• Scans invoices and data enter general ledger allocations in the Document Management System.
• Uploads vendor data in the Accounts Payable system.
• Generates the accounts payable aging report and reconcile to the outstanding payables.
• Assists in producing and distributing the weekly check run.
• Creates wire templates in the banking system and prepares and processes electronic transfers and payments.
• Assists in posting transactions to the general ledger.
• Reconciles vendor statements to processed invoices.
• Reconcile assigned general ledger accounts.
• Set up new vendors in the Accounting System.
• Assists in maintaining accurate vendor files.
• Assists in resolving issues with checks that have not cleared and are over 90 days outstanding.
• Assists in the preparation and distribution of the annual 1099's.
• Organizes and maintains accurate vendor files.
• Assists in the preparation of payroll and accounts payable related documents for program reviews and year-end audits, which may include but not limited to researching and revolving any accounts payable vendor issues; and organizing and maintaining vendor and payroll files. 
• Participates in the annual record retention process.
• Assists the AP/PR Supervisor with processing payroll as needed
• Performs other duties as assigned

AVANCE Core Competencies

• Execution & Accountability
• Problem Solving & Decision-Making
• Communication & Influence
• Collaboration & Teamwork
• Stakeholder Focus
• Adaptability & Continuous Learning

Education

Required:

• High School Diploma or GED.

Preferred:

• Six (6) or more hours of related college coursework in Accounting, Finance, or related field.
• Associates degree with a concentration in accounting or related field.

Work Experience

Required:

• One-year (1) year experience as a bookkeeper or Accounts Payable Clerk.     

Preferred:

• Three (3) years of experience as Accounts Payable Specialist with a at least (1) year experience in a non-profit setting, working with automated Accounts Payable system.  

Additional Skills

• Proficiency in MS Office software applications with advance skills using Microsoft Excel, Outlook and Word, and Adobe Acrobat.
• Excellent writing, editing and proofreading skills.
• Excellent 10-key by touch.
• Spanish fluency helpful but not required.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Emotional maturity.
• Highly resourceful team player, with the ability to be extremely effective independently with the capability of managing numerous simultaneous projects.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Knowledge of non-profits using an automated accounting system.
• Strong analytical, presentation, verbal and written communication, problem solving and decision-making skills.
• Ability to travel to various training sessions. 
• Ability to analyze, evaluate and summarize financial records.

Travel

• Ability to travel to various sites: Dependable transportation is required daily with a valid driver’s license, a clean driving record (subject to annual MVR (Motor Vehicle Report) check and policy), current auto liability insurance and be bondable by AVANCE, Inc.
• Travel required up to 5-10% of the time for work-related site visits, meetings, and functions.

Working Conditions  

• Work is generally performed in an office environment. 
• Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices). 
• Standard office equipment generally used includes:
• Telephone
• Personal Computer (monitor, keyboard, and mouse) or Tablet
• Printer/Photocopy Machine
• Calculator
• May be required to operate a motor vehicle during the course of duties.  

Mental and Physical Demands

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors

Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional expose to weather related conditions when working in outside environment/neighborhoods and events. 

ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities in regard to application, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Moreover, it is AVANCE’s policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE’s business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited. Individuals with any questions or requests for accommodation should contact the Human Resources Department.