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.
Job Title
Accounts Payable Specialist