Accounts Payable Specialist

Title: Accounts Payable Specialist

Department: Accounting

Position Summary

The Accounts Payable Specialist is responsible for verifying proper payment approval, processing payments accurately in a timely manner, and ensuring that discounts are taken when available. The Accounts Payable Specialist reports directly to the Accounting Supervisor/Manager and may assist with other duties as necessary.

REPORTS TO: Accounting Supervisor/Manager

Qualifications, Knowledge, Skills & Abilities

• Associate Degree in Business, Accounting, Finance, or a related field from an accredited college or university, or an equivalent combination of education and experience. Substantial experience can be taken into consideration in looking at education requirements.
• Minimum of two years of professional experience in a business setting.
• Knowledge of non-profit agency operations, functions, and non-profit accounting practices preferred.
  • Ability to maintain records and files properly and in a timely manner.
• Must be detailed-oriented and acquire excellent organization skills.
• Proficient in Microsoft Office products, specifically Excel and Word.
• Ability to work with tight deadlines and perform high volumes of invoices.
• Knowledge of computer systems and relevant software.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently or as a team and execute good judgment.
• Ability to process confidential and sensitive information.
• Successful completion of initial and on-going employment screens, including, but not limited to criminal background, sex offender, drug screen, OIG, valid Michigan driver’s license, abuse and neglect and vehicle record check as required.

Essential Duties and Responsibilities

• Match invoices, expense reports and procurement card statements to authorizations and proofs of receipt.
• Obtain payment approvals for all program specific invoices timely and accurately prior to posting on the accounting software.
• Process invoices, expense reports and procurement card payments and enter into accounting software with proper coding.
• Process check, credit card, and ACH payments of invoices and expense reports weekly based on approved aging reports or as urgently necessary including issue positive pay data to the bank.
• Set up new vendors, communicate with vendors, reconcile vendor requests or statements and resolve any payment discrepancies.
• Assist supervisor in providing guidance/training to staff in adhering to the accounting policies and procedures.
• Issue stop payments and void checks, process reports for approval.
• Incorporate all applicable discounts or credits into payments made, assist in negotiating payments terms with vendors.
• Prepare and send out 1099, 1096 and annual child welfare payment letters timely.
• Obtain and monitor W-9 form submissions.
• Prepare monthly payment check registers and reconcile entered invoices with bill analysis report.
• Maintain paper and electronic filing and record retention system for accounts payable including check and invoices, ACH banking information files, and other records as required.
• Update the vendor master file and recurring expenses as necessary.
• Perform other related projects and duties as assigned.
• Adhere to the Mission, Values and Vision of CCSEM and the values and teachings of the Catholic Church.

Work Environment, Physical Demands & Travel:

This job operates in a professional office environment. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Position Classification, Type & Expected Hours of Work:

This is an on-site and full-time, non-exempt hourly position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. This position regularly requires long hours and may include evening and weekend obligations.

If you are interested in this position, please forward your resume and cover letter to [email protected].