Job Title: Accounts Payable Specialist Reports to: Vice President of Finance Status: Full-time, Mon - Friday (hours may vary) FLSA Classification: Non-exempt Job Location: New York, NY Objective: The successful candidate will have prior experience working in a nonprofit organization with government funders. S/he will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner. Position Type: This is a full-time position designated as a critical agency position. Lantern staff may be asked to change work schedule and hours depending on the operational needs of the site and the agency. Essential Functions: With oversight of an assigned portfolio of government grants and payroll management, the Accounts Payable Specialist will have the following responsibilities:
- Maintain high level of integrity and compliance of the department.
- Process payments for all invoices the Accounts Payable ledger, verify financial data.
- Clarify any questionable invoices items, prices or receiving signatures.
- Assemble and review invoices to be completed for payment.
- Obtain proper information and/or data regarding invoice payment.
- Perform vendor aging analysis.
- Ensure invoices have PO # assigned.
- Daily reconciliation of bank statement
- Weekly reconciliation of Petty Cash
- Monthly reconciliation of Credit Card.
- Monthly reconciliation of invoices to general Ledger.
- Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.
- Processes and release checks as needed.
- Submit weekly aging report to VP of Finance
- Maintain electronic and paper reporting back up for invoices per organization protocol.
- Manage vendor relationships.
- Ensure the accuracy of financial documents for payment, auditing, and tax purpose.
- Protect organization against unintentional overpayment.
- Practice effective monitoring to ensure payments are made to vendors in a timely manner after the approval of VP of Finance.
- Research and resolve discrepancies.
- Maintain vendor database and required W-9 documentation.
- Prepare annual 1099 report and filing.
- Prepare back up for external audit requests in a timely manner.
- Prepare necessary journal entries.
- Coordinate with the Accounting Dept/ Outsourced.
- Coordinate multiple projects with concurrent deadlines.
- Track, monitor, and follow up all internal and external communications.
- Effectively manage multiple deadlines and concurrent tasks interdependently.
- Must maintain a high degree of confidentiality.
- Perform other related duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required Education and Experience: The successful candidate will have prior experience working in a nonprofit organization with government funders and have at least 1-3 years of applicable experience. The ideal candidate will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner. Other qualifications include:
- Bachelor's Degree is required.
- Prior experience with government contracts is preferred.
- 2-3 years of AP experience preferred.
- Strong Excel skills.
- Previous experience with Balance Point, QuickBooks, and Financial Edge systems is preferred.
- Must be able to maintain employee confidentiality and handles sensitive personnel data.
Work Environment: This job operates in an office environment. Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.