Description :
SUMMARY DESCRIPTION :
The Financial Services department seeks a new Accounts Payable Associate to join their team. Reporting to the Controller, the Associate primarily manages the payables relationship with all vendors, grantees, consultants and employees in accordance with the Foundation’s policies and regulatory requirements.
They ensure invoices and expenses are processed and recorded in accordance with Foundation policies and GAAP. The Associate manages the monthly and year accrual process across all areas of the Foundation, and they are responsible for ensuring IRS tax forms are submitted and filed for vendors and consultants.
The Associate provides both internal and external customer service in a timely and cost effective manner.
RESPONSIBILITIES :
Manages all NY and global invoices related to contracts, purchase orders and non purchase orders, and reviews for compliance and tax reporting classification and withholding requirements.
Ensures approval of expenses by the individuals with appropriate delegated authority.
Resolves account disagreements with the vendors and internal staff.
Trains and provides Workday support to users for the creation of invoice requests and supplier records.
Manages financial relationship with onsite caterer and events manager.
Works across Foundation, including with global staff, to ensure expenses are reported in accordance with GAAP.
Ensures year-end and tax forms are filed and submitted.
Validates SSN and ETIN information with the IRS.
Assesses validity of amounts to be reported.
Responds to internal and external inquiries, and researches and resolves issues and discrepancies on a timely basis.
Performs exception analysis to identify unusual transactions requiring further investigation, and coordinates with the Legal Department to resolve such occurrences prior to payment.
Prepares journal entries including adjusting journal entries needed for resolution in budget coding support activities.
Creates documentation for Workday users regarding creation of invoices, supplier records, registration process.
Identifies process inefficiencies and formulates solutions.
Reviews all NY and global suppliers and verifies documentation such as W9 / W8 / banking information.
Prepares monthly reconciliations for liability accounts on the balance sheet.
Acts as backup for reviewing / approving expense reports in CONCUR and entering invoices for regional offices.
Creates contract and amendment requests for the Financial Services Department.
Assists Treasury Unit, General Accounting and Investment Accounting with ad-hoc projects.
Prepares and submits prepaid expense amortization schedules.
Reviews daily report of vendors designated persons list and verify information for individuals listed - OFAC list.
Reviews listing of open contracts and follows up with relevant units for next steps.
QUALIFICATIONS :
A minimum of 4 years of relevant work experience.
Bachelor's degree in accounting or related field, or relevant and equivalent experience.
Knowledge and understanding of accounting concepts.
Proficiency in Excel.
Outstanding verbal and written communication skills and able to effectively communicate with colleagues across departments and offices.
Recent experience utilizing either accounting or finance and Excel report skills.
Strong organizational skills and able to work well in a collegial team environment.
Strong technical skills, credibility, integrity and high standards of professional conduct.
Knowledge of Concur preferred.
PHYSICAL REQUIREMENTS
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine / printer.
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