Accounts Payable Coordinator

Do you have strong accounting skills, with the passion to better the lives of pets in need? We want to meet you! Join a committed team of animal welfare advocates and flex your accounting skills as part of the Humane Society of Southern Arizona’s vibrant Finance team. If the job description below appeals to you, apply today. We look forward to meeting you!

Responsible for Accounts Payable, fixed asset/depreciation tracking, prepaid expense tracking, collaborating on month-end close, year-end close, and the annual financial audit. Perform journal entries, open mail, act as limited backup to the Accounts Receivable Coordinator.

Essential duties:

Daily duties:

• Collaborate with staff from all departments to ensure accurate recording of Accounts Payable data
• Review bills, credit card receipts, and expense reports to ensure accurate coding and proper approval
• Prepare, post, and verify Accounts Payable entries in accounting software
• Maintain vendor files, including W-9’s, independent contractor agreements, and certificates of insurance

Weekly duties:

• Prepare weekly check runs, coordinate appropriate signatures per signature policy
• Prepare deposits and transport to bank per cash deposit policy

Monthly duties:

• Maintain fixed asset and depreciation schedule
• Maintain prepaid expense schedule
• Maintain accrued expense schedule
• Prepare journal entries and reports as necessary per month-end close list
• Reconcile various accounts
• Prepare monthly metrics reports
• Prepare various Form W-2G documents

Annual duties:

• Assist with annual financial audit. Create schedules to support year-end account balances and provide other required documentation
• Organize the retention of historical accounting records, ensuring that all information is stored safely in accordance with current record retention limits and is available upon request
• Prepare various Form 1099 documents

Backup duties:

• Process incoming mail daily when Accounts Receivable coordinator is out
• Provides coverage and support for other finance department roles and functions when necessary

Other duties:

• Perform other duties as assigned
• Recommends improvements to streamline Accounts Payable systems
• May train staff from other departments on Accounts Payable systems, coding, and data entry of invoices and receipts
• May drive company vehicle in performance of company business

Performance Factors and Necessary Skills:

• Communication and Contact: Communicate effectively both verbally and in writing with internal customers and vendors. Tactful, above-average customer service skills and telephone etiquette. Considerable knowledge of American English, spelling, punctuation, and grammar.

• Attendance and Dependability: Report to work at the scheduled time. Can be depended on to complete work in a timely, accurate, and thorough manner. Is conscientious about work assignments.

• Relationships with Others: Work effectively and relate well with others including internal customers at all levels of the organization. Create and maintain good relationships with vendors and other business contacts. Exhibit a professional manner in dealing with others, and work to maintain constructive working relationships.

• Must be able to lift and carry at least 50 lbs short distances (less than 10 feet).

Skills:

• Working knowledge of GAAP and not-for-profit fund accounting
• Advanced knowledge of QuickBooks Online Advanced, Dext, and Microsoft Excel
• Working knowledge of Word
• Advanced interpersonal skills
• Detail and number oriented
• Basic knowledge of MS Windows
• Bilingual in English/Spanish preferred

Qualifications/Educational Background:

• Two (2) years’ experience in not-for-profit accounting or bookkeeping preferred.
• Possession of a valid Arizona driver’s license and driving record acceptable to HSSA insurance carrier.

• Working Conditions: Work is performed at an animal shelter in a shared office space. Potential exposure to zoonotic diseases, animal bites and scratches. Potential exposure of infectious diseases to owned animals. Exposure to high noise levels when in kennels.