Accounts Payable Specialist

Mary's Center is committed to promoting diversity, equity and inclusion (DEI) within our organization and the communities we serve. We embrace diversity of experiences, ideas, and individuals, and seek to bring a diverse group of candidates to the table.

Important Note: Mary's Center is mandating the COVID-19 vaccine + booster for all staff.

Position Summary

The Accounts Payable Specialist role is primarily responsible for all aspects of Accounts Payable, entering invoices with correct codes, distributing invoices to managers for authorization, paying bills and invoices after approvals, reconciling assigned accounts, preparing 1099 forms, maintaining AP email, and producing reports.

Reportability

This position will report directly to the AP Manager.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Reviews, codes, and promptly enters all invoices, check requests, Petty Cash, and expense reimbursements into accounting software.
• Distributes invoices to appropriate managers for authorization promptly.
• Assures invoices are matched with Purchase Orders and purchase orders are correctly coded to the appropriate program, grant, and site codes.
• Reviews Account Payable aging reports regularly, identifies vendors to be paid, and submits aging reports with suggested payments to AP Manager or Assistant Controller for approval for weekly check runs.
• Processes checks weekly or as needed and is responsible for mailing or distributing checks promptly.
• Maintains AP email and ensures distributing invoices to the staff daily.
• Maintains a monthly schedule of routine and critical vendor payments to ensure they are paid on time by alerting management to due dates to avoid cut-offs on critical goods and services.
• Maintains Open Invoice payment files for all payables to be paid and files for paid vendors.
• Reconciles vendor statements, including credit cards, routinely and at least once a month to ensure all payables are processed and posted to the general ledger promptly.
• Updates and maintains the AP vendor database to ensure all 1099 requirements are current.
• Updates and follows up with Unclaimed Properties.
• Reconciles payroll GL accounts and books necessary journal entries.
• Prepares and distributes annual 1099, 1098, and 1096 tax returns.
• Acts as a liaison between Mary Center and Vendors, ensuring all vendor inquiries are addressed promptly.
• Makes copies of all invoices for Fixed Assets, prepaid and grants for Senior Accountant and Grants Accountants.
• Keeps staff updated on policies and procedures affecting travel and expense reimbursements and reviews expense reimbursement requests to ensure compliance with corporate policy before processing.
• Assists with various audits by providing supporting documentation and other documents as necessary.
• Assists with other assigned ad hoc reports and duties for AP manager and Assistant Controller.

Qualifications

The requirements listed below represent the knowledge, skills, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Knowledge, Skills & Abilities -

• Bachelor's Degree in Accounting or Business preferred.
• Minimum requirement: Associate's Degree in Accounting/Finance.
• Must have three years of experience in bookkeeping or accounting experience.
• Experience with Sage and payroll is a plus.

Language Requirement - Ability to communicate effectively in English is required. Additional language proficiency or fluency preferred.

Physical Demands - Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.

Work Environment - Mostly in a typical office and/or home setting with quiet to moderate noise. May be exposed to extreme cold, heat, and humidity due to outside weather conditions. Opportunity to work a hybrid schedule - remotely & onsite, as needed.

The Benefits:

• Health Insurance: medical, dental & vision - plus retirement options through 403(b) contribution and investment opportunities
• 25 days of paid leave annually (in addition to paid holidays), plus 5 educational days
• Tuition reimbursement of $2000/year towards education assistance and professional development
• Transportation subsidy via metro & bus
• Employee Assistance Program (EAP)