Job Description: Accounts Payable (AP) Accountant

Position Summary

Under the direction of the Accounting Supervisor, the Accounts Payable (AP) Accountant provides financial and administrative support to field units or departments by processing accounts payable transactions; verifying compliance with organizational policies and internal controls; ensuring accurate general ledger coding; communicating with vendors and field personnel; performing journal entries and subsidiary ledger reconciliations; and assisting with internal and external audits and other assigned projects.

Essential Functions

Accounts Payable Support

Provide bookkeeping services with an emphasis on Accounts Payable, including:

• Process full-cycle, high-volume accounts payable for multiple units.

• Maintain A/P vendor files and other accounting system files as required.

• Review new vendor documentation and ensure W9 & 1099 requirements are met.

• Verify accurate coding of invoices for payment.

• Ensure all organizational policies and procedures are followed.

• Maintain records of sales taxes for quarterly reporting.

• Generate checks and prepare backup documentation for distribution.

• Research A/P issues and resolve discrepancies.

• Follow up on outstanding or stale-dated checks.

• Serve as the primary liaison with field units regarding A/P matters.

• Standardize reimbursement and petty cash forms across all units.

• Verify that all vouchers and supporting documentation are properly filed.

• Reconcile A/P aging reports monthly.

Credit and Reimbursement Processing 

• Process corporate credit card expenses accurately and promptly.

• Process personal reimbursements, petty cash, and mileage reimbursements.

• Verify proper general ledger coding of expenses.

• Ensure compliance with organizational policies and procedures.

• Communicate with cardholders to obtain required or missing documentation.

• Maintain records of cardholder personal expenses owed to the organization and follow up to ensure reconciliation.

General Ledger Responsibilities

• Assist with monthly and year-end closing procedures.

• Prepare journal entries for prepaid expenses.

• Review monthly expenses and prepare accruals as needed.

• Reconcile balance sheet accounts related to accounts payable.

• Prepare journal entries to record corporate credit card transactions.

• Perform journal entries to allocate shared expenses across units or departments.

Additional Duties 

• Perform journal entries to reclassify invoices and reimbursements.

• Assist with audit preparation, with an emphasis on accounts payable.

• Provide backup support during the absence of other A/P staff.

• Assist and support the Accounting Supervisor as needed.

• Perform any other duties that may be assigned.

Minimum Qualifications

Education

1. Bachelor’s degree from a four-year accredited college or university with a minimum of 15 semester (or 20 quarter) units in accounting.

Experience

• One to three years of accounting or accounts payable experience.

• Training time is typically approximately three weeks (about 100 hours).

Skills, Knowledge & Abilities

1. Ability to support the mission and values of the organization.

2. Collaborative, team-oriented working style.

3. Advanced computer skills: Microsoft Office; experience with Shelby and SQL reporting preferred.

4. Excellent interpersonal and written communication skills; able to communicate effectively with supervisors, program directors, and staff.

5. Self-motivated and deadline-driven.

6. Able to enter data with speed and accuracy.

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