Accounts Payable Specialist

Organizational Summary

Independent Case Management, Inc. (ICM) is a not-for-profit organization that provides home and community-based supports to seniors and individuals with intellectual and developmental disabilities (IDD) throughout the state of Arkansas. Created in 1988, ICM began as a pilot project in partnership with the State of Arkansas to implement a 1915c Medicaid home and community-based supports waiver for people with IDD. Today, ICM supports over 300 people with IDD and has nearly 600 employees. The majority of funding stems from Medicaid services that ICM provides to people with IDD within their homes and communities. Other state-wide services include therapies for children with autism, an innovative community center in Little Rock, foster care, and employment supports for people with IDD.

ICM's Finance & Administration Department utilizes a hybrid approach to working in-office and working remotely. ICM promotes a very flexible but highly engaging work culture. Flexible schedules are at the forefront of the Department's operating style.

Job Summary

The Accounts Payable Specialist is responsible for processing payroll for all employees and contract labor. In addition, the Accounts Payable Specialist performs the bill payment process for all agency invoices. The Accounts Payable Specialist completes all duties related to ICM’s Social Security Representative Payee program.

Primary Duties and Responsibilities 

The responsibilities described below may not reflect all duties asked of this position, but rather indicate categories of work. Duties will include, but will not be limited to the following:

·      Responsible for accurate and well-organized processing of ICM’s payroll and Accounts Payable functions

·      Enters payroll data, enters paycheck deduction data, audits payroll data, and ensures data is complete and accurate.

·      Generates manual paychecks; processes special check runs, or off-cycles as required. 

·      Assists with processing of FMLA, Short Term Disability, Qualifying Life Events, and other employee benefit and leave related functions.

·      Downloads and archives all payroll reports from the payroll processing system.

·      Assists with year-end payroll close and payroll checklist. 

·      Assists with processing W-2s, 1099s, 1095Cs, for the agency.

·      Responsible for several assigned accounting tasks for month-end close

·      Files Accounts Payable invoices 

·      Codes invoices to correct general ledger account and accounting period.

·      Organizes and maintains source documentation such as invoices, expense reports, etc.

·      Primary contact with vendors regarding bills received by ICM.

·      Responsible for ensuring ICM remits bill payments timely and in an efficient manner.

·      Ensures vendor documentation reflects current activity.

·      Manages missing invoices and create solutions to ensure receipt of future billings.

·      Verifies that invoices have approval from appropriate authority.

·      Assists in annual budget preparation and monthly budget reporting duties.

·      Responsible for maintaining the day-to-day Social Security Payee deposits and bills.

·      Primary contact with Social Security office for all payee accounts

·      Responsible for providing detailed payee account information to managers upon request.

·      Assists with audit requests.

·      The position exercises discretion and independent judgment with respect to matters of significance. 

·      The position assists in keeping the agency compliant with all laws, rules and regulations and handles the administrative function of all Accounts Payable related matters. 

·      Completes various ad-hoc requests from the Accounting Manager and CFO

·      Cross trains with other Finance & Admin Department team member roles

·      Other duties as assigned by the Accounting Manager and CFO