Accounts Payable Specialist

JOB SUMMARY/ACCOUNTIBILITY:

The Accounts Payable Specialist is responsible for managing vendor payments, employee reimbursements, and related financial transactions. This role includes processing invoices, maintaining vendor records, reconciling statements, and ensuring timely payment of utilities and leases. The specialist will assist with month-end closing, handle inquiries, and support year-end 1099 processing. Strong communication, attention to detail, and adherence to company policies are essential for success in this position.

GENERAL RESPONSIBILITIES:

• Process accounts payable invoices (internal and external) and ensure timely and accurate payments to vendors.
• Set-up new vendor records. Verify vendor tax status Organization or Individual, either 1099 or non 1099 vendor.
• Process employee reimbursements, per-diems, and other necessary expenses
• Track the payment of all utilities and leases, request missing invoices/statements, and ensure timely payment.
• Maintain accurate and up-to-date accounts payable records in accordance with general accounting standards.
• Reconcile vendor statements and resolve any discrepancies in a timely manner.
• Properly and efficiently communicate with vendors (internal and external) to resolve any issues related to payments or invoices.
• Manage the accounts payable email and the postal mail received box and respond to inquiries promptly and professionally.
• Assist with month-end closing activities related to accounts payable, including reconciliations and accruals.
• Monitor accounts payable aging reports and ensure timely payment of outstanding invoices.
• Prepare and process electronic payments and auto payments within the bank which includes processing a draft to be applied in Blackbaud.
• Prepare and process checks to be issued to vendors. Create a positive pay report to be uploaded into the bank.
• Email vendors remittances of expected payments as processed.
• Complete year end reconciliations to create and process 1099/1096 annual tax forms.
• Ensure compliance with company policies and procedures related to accounts payable.
• Provide support for other accounting and finance functions as needed.

POSITION QUALIFICATIONS:

• Associate’s degree in accounting, finance, or a related field
• Minimum of 2-3 years of progressive experience in accounts payable and/or accounts receivable
• Experience with accounting systems and programs and have intermediate experience with Microsoft Programs.
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks simultaneously and prioritize effectively
• Excellent communication and interpersonal skills
• Knowledge of accounting principles and practices related to accounts payable and accounts receivable
• Ability to work independently and as part of a team
• Experience in a multi-entity environment preferred
• Experience with electronic payment processing ACH/wires preferred

WORKING AND ENVIRONMENTAL CONDITIONS:

Works in a normal office environment with usual pressures of managing personnel and dealing with time constraints. Because of multiple sites within the department and the need to meet with others within the community, it is common to drive to several locations, sometimes in inclement weather.

CONTINUOUS QUALITY IMPROVEMENT AND ETHICAL CONDUCT:

• All staff will use data to help achieve program goals; apply techniques and strategies that promote a culture of learning; identify and address gaps that continuously improve our programs
• All personnel of Matrix must adhere to the NASW Code of Ethics and incorporate Continuous Quality Improvement efforts into their everyday performance
• All Head Start employees must adhere to the federal regulations and requirements for Head Start operations including the Program Performance Standards, licensing regulations, and the NAEYC Code of Conduct
• Demonstrate and actively promote an understanding and commitment to the mission and values of Matrix Human Services

Salary Description

$48,880-$50,500