Job Title : Accounts Payable Specialist
Reports to : Vice President of Finance
Status : Full-time, Mon - Friday (hours may vary)
FLSA Classification : Non-exempt
Job Location : New York, NY
Objective :
The successful candidate will have prior experience working in a nonprofit organization with government funders. S / he will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner.
Position Type :
This is a full time position designated as a critical agency position. Lantern staff may be asked to change work schedule and hours depending on the operational needs of the site and the agency.
Essential Functions :
With oversight of an assigned portfolio of government grants and payroll management, the Accounts Payable Specialist will have the following responsibilities :
- Maintain high level of integrity and compliance of the department.
- Process payments for all invoices the Accounts Payable ledger, verify financial data.
- Clarify any questionable invoices items, prices or receiving signatures.
- Assemble and review invoices to be completed for payment.
- Obtain proper information and / or data regarding invoice payment.
- Perform vendor aging analysis.
- Ensure invoices have PO # assigned.
- Daily reconciliation of bank statement
- Weekly reconciliation of Petty Cash
- Monthly reconciliation of Credit Card.
- Monthly reconciliation of invoices to general Ledger.
- Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.
- Processes and release checks as needed.
- Submit weekly aging report to VP of Finance
- Maintain electronic and paper reporting back up for invoices per organization protocol.
- Manage vendor relationships.
- Ensure the accuracy of financial documents for payment, auditing, and tax purpose.
- Protect organization against unintentional overpayment.
- Practice effective monitoring to ensure payments are made to vendors in a timely manner after the approval of VP of Finance.
- Research and resolve discrepancies.
- Maintain vendor database and required W-9 documentation.
- Prepare annual 1099 report and filing.
- Prepare back up for external audit requests in a timely manner.
- Prepare necessary journal entries.
- Coordinate with the Accounting Dept / Outsourced.
- Coordinate multiple projects with concurrent deadlines.
- Track, monitor, and follow up all internal and external communications.
- Effectively manage multiple deadlines and concurrent tasks interdependently.
- Must maintain a high degree of confidentiality.
- Perform other related duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Education and Experience :
The successful candidate will have prior experience working in a nonprofit organization with government funders and have at least 1 3 years of applicable experience.
The ideal candidate will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner.
Other qualifications include :
- Bachelor's Degree is required.
- Prior experience with government contracts is preferred.
- 2-3 years of AP experience preferred.
- Strong Excel skills.
- Previous experience with Balance Point, QuickBooks, and Financial Edge systems is preferred.
- Must be able to maintain employee confidentiality and handles sensitive personnel data.
Work Environment : This job operates in an office environment.
Physical Demands :
While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and / or kneel.
Occasionally the employee will have to lift and / or move up to 10 pounds.
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