Accounts Payable Assistant (Clerk)
: Job Details :

ABOUT US:

• The Baby Fold is a non-profit organization that has been dedicated to the well-being of children and families since 1902. We successfully impact over 1200 people a year with a wide array of programs designed to wrap services around children and strengthen families. We are a leader in trauma-informed practices, employing the most effective treatment plans in every facet of our work.

BENEFITS & PERKS: We take good care of our employees so they can take care of our community. Benefits for full time Accounts Payable Assistant (Clerk) include:

• Health Insurance (choice of 3 medical plans)
• Dental & Vision Insurance
• Retirement plan options with employer match
• No cost Life Insurance & Long-Term Disability Insurance
• Flexible Spending Plan and Dependent Care Plan
• Paid Vacation, Personal time, Sick time, and Paid Holidays
• Tuition Reimbursement up to $3,500 annually
• Employee Assistance Program
• NEW - No fee, No credit check $1,500 Line of Credit for medical, mental health, & veterinary services
• NEW - Personalized assistance with the Public Service Loan Forgiveness Program
• Advancement opportunities
• Mentorship and professional development opportunities
• Competitive pay with annual merit increases

SUMMARY:

• The Accounts Payable Assitant (Clerk) is responsible for processing daily, weekly, and monthly transactions in the business office. Other responsibilities include monthly reconciliations and variance reporting, compiling program statistics, audit assistance, and maintaining business office files for all job functions
• Work Hours: Full-time, Mon-Fri, 37.5 hrs/wk, 8:30 - 5PM
• Location: NORMAL, IL
• PAY: $18.93- $23.00/hour (equivalent to $36,920 - $44,850/year), hourly/non-exempt, based on experience and education

REQUIREMENTS:

• Associate's Degree in accounting or related field required and/or three years of equivalent experience.
• Must have valid IL Driver's License and adequate auto insurance.
• Pass finger printed background check

JOB RESPONSIBILITIES:

• Accounts Payable: Process vendor invoices accurately and timely, ensuring that all necessary documentation and approvals are in place. Maintain and update vendor records, including contact information and payment terms. Match invoices to purchase orders and receiving documents, and investigate and resolve any discrepancies. Review and reconcile vendor statements, ensuring all outstanding balances are cleared. Process payment requests, including preparing checks, electronic transfers, and initiating online payments. Respond to vendor inquiries and resolve any payment-related issues in a professional and timely manner. Assist in month-end and year-end closing activities, including preparing accruals and reconciling accounts. Ensure compliance with company policies and procedures, as well as applicable accounting standards and legal requirements. Maintain accurate and organized filing systems for all accounts payable documents and records. Assist in preparation of financial reports and analysis by providing necessary data and information. Contribute to process improvement initiatives to enhance the efficiency and effectiveness of the accounts payable function. Collaborate with colleagues and other departments to ensure smooth flow of information and resolve any interdepartmental issues.
• General Office Assistance: Greets callers and visitors to the agency and directs them to the appropriate program contacts or other community location, as needed. Opens and distributes daily postal mail to proper agency program or staff. Picks up postal box mail at USPS. Assists with opening/closing Mason Hall.
• Systems Management: Responsible for maintenance of Blackbaud Financial Edge and other systems relevant to job functions.
• Agency Supply Management: Manages inventory for agency Personal Protective Equipment including tracking inventory, ordering and receiving of supplies.
• Payroll: Serves as back-up for Payroll when needed. Aspects of agency payroll include but are not limited to: calculation of retro-payments for salary adjustments/bonuses, processing timesheets, verifies overtime, verifies employee and employer paid taxes and deductions, verifies terminated and current employee payroll changes, and makes all necessary adjustments. Completes payroll files and processes employee direct deposits, flex spending transfers, and American Funds transfers. Tracks employee benefit time/FMLA. Assists with annual year end W-2 processing. Collaborates with HR to resolve discrepancies with employee's salaries, benefits, and deductions.
• Office Management: Serves as back-up for general office tasks as needed. Maintains inventory, orders, receives, and distributes office supplies for Mason and Asher Hall. Monitors the budget for those supplies. Maintains supplies for copy and postage machines and printers. Places service calls to vendors for repair and maintenance of equipment in Mason and Asher Hall. Monitors and replenishes postage funds.
• Expense Management: Serves as back-up for agency credit cards. Orders, cancels and changes limits on employee credit cards. Distributes monthly statements to staff. Collects receipts, completes statement audits, reconciles transactions and prepares monthly import file. Responsible for calculating and processing general ledger account entries for monthly Pre-Paid Visa expenses. Receives, audits and processes employee expense reimbursements.

CONTACT US:For more information on job opportunities at The Baby Fold, please visit www.thebabyfold.org/careers/tbf.IND1