General Statement of Duties:
Maintains the Board’s accounts payable system and performs other financial, accounting and administrative support tasks.
Distinguishing Features of Work:
This position is directly responsible to the Controller. The incumbent performs accounts payable and related work requiring the exercise of a high level of discretion and the application of certain administrative, bookkeeping, and tracking skills. The work requires appropriate independent action, decision-making, posting and record keeping, and interpretation of technical accounts payable and accounting procedures.
This position is classified non-exempt under the provision of the Fair Labor Standards Act.
Major Duties and Responsibilities:
Independently performs accounts payable functions for the CSB and Halfway House in accordance with established policies and procedures, including but not limited to the following:
Manages and tracks purchase orders throughout the various CSB locations
Matches and processes invoices against purchase orders, checks for completed documentation and duly authorized charges.
Monitors documentation of receipt of goods.
Maintains and monitors standing authorizations for purchases and/or payments, including rent assistance, utilities, etc.
Reviews/Assigns subaccount and general ledger expense coding
Maintains CSB and Halfway House master vendor lists
Requests W-9 forms from new vendors.
Cross checks any new vendor with the excluded parties list
Completes credit applications
Prepares sales tax exemption (ST-12) forms.
Ensures timely and singular processing of accounts payable vouchers and payment for goods and services received.
Distributes/mails accounts payable checks in a timely manner.
Maintains a working knowledge of Agency RUs and expense chart of accounts.
Reviews and reconciles all credit card statements including vendor specific and purchasing card accounts.
Processes client and third party payer refunds as requested by billing/reimbursement staff.
Maintains the filing of invoices, purchase orders, and other accounts payable records in an organized and user friendly manner.
Handles all telephone inquiries from vendors/others in regards to payments, invoices, etc.
Serves as the Agency representative to all vendors
Serves as resource/consultant to other Board staff regarding accounts payable policies and procedures.
As needed, interacts with other staff to resolve and/or answer questions about accounts payable activities.
Prepares Annual IRS Forms
Determines which vendors are to receive 1099’s and which do not
Verifies vendor totals in Dynamics
Runs the 1099 process in Dynamics and prints forms
Prepares Form 1096 summary
Insures all forms are mailed to vendors and the IRS within the required deadlines
Performs fiscal year-end activities, including but not limited to:
Monitoring purchase orders and invoices received at year end for proper fiscal year
Prepares required schedules for year-end audit and provides any required supporting
Attends seminars and workshops related to the above areas of responsibility.
Expands own knowledge by such means as academic study, independent study, and other staff development activities.
Makes effective use of available technology, including computers, e-mail, and voice mail in order to enhance customer service.
Maintains effective relationships with co-workers and customers based on courtesy, compassion, and respect.
Responsible for other duties as assigned, consistent with established operational policies, procedures, and practices.
Required Knowledge, Skills and Abilities:
Thorough knowledge of bookkeeping and accounts payable procedures; technical knowledge of computer operations in data entry, word processing, and spreadsheets; good organizational skills; ability to make appropriate independent decisions and take related action based on knowledge of Board policies, procedures and practices; ability to manage assigned routine with minimal supervision; ability to coordinate responsibilities with the work of others; excellent communication skills, including speaking, writing and the ability to interact effectively with the public; excellent interpersonal skills; good judgment, tact and courtesy; efficiency; dependability.
Minimum Education and Experience:
Completion of high school preferably supplemented by college or business school courses, plus
four years of progressively responsible experience in bookkeeping, accounts payable systems and reimbursement; OR any equivalent combination of experience or training that provides required knowledge, skills and abilities.
Equipment: Copy machine, PC, designated software, adding machine, fax machine, telephone system.
Work Environment: General office environment with normal lighting levels, temperature ranges, air quality, ventilation, and noise levels.
Work Location: 1241 North Main Street, Harrisonburg.
Work Hazards: Some hazard associated with repetitive motion necessary for data entry/typing; minimal hazard associated with human services environment.
Work Schedule: Monday through Friday, regular office hours; some evening hours as scheduled; additional hours as needed to perform job requirements.
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