Job Summary The Accounts Payable Specialist I is responsible for the accounts payable function for UFCU and its wholly-owned CUSOs.Responsibilities include obtaining proper authorizations for payments, obtaining W-9s from vendors, paying vendors, classifying expenses in the general ledger at center level, reconciling vendor statements, and maintaining vendor payment records. About UFCU Founded in 1936, UFCU has grown to serve Members across Texas and beyond.At UFCU, we are more than just a financial institution, and our people are more than just employees. We are dedicated to our purpose of empowering our Members to achieve financial success and build brighter futures. In pursuit of our aspiration that UFCU is loved by millions of Members and built to thrive for generations, we are guided by our values: Purposefully Member-Obsessed We are driven by a profound sense of empathy to deeply understand our Members' needs and preferences, what brighter futures means to them, and the obstacles in their way. We act in our Members' best interests, forever seeking to empower their financial success. Possibilities Reimagined We are inspired to courageously experiment, learn, and iterate in pursuit of positive impact for our Members, UFCU, and coworkers. We challenge assumptions, embrace diverse perspectives, and make use of data and insights. Performance Excellence Rooted in Unwavering Integrity We do the right thing, always. We champion teamwork, accountability, continuous improvement, and celebrate successful outcomes of others, fostering an inclusive environment of excellence and collaboration. Essential FunctionsCertify:
- Reconcile and audit Corporate Visa Credit Card expense report submitted daily.
- Ensure accurate payments to the corporate credit cards daily.
- Maintain tracking of outstanding expense reports daily.
- Create journal entries for each expense report daily.
- Respond to inquiries regarding Certify and the corporate credit card program.
- Perform Certify training to new participants as needed.
Invoices:
- Ensure all invoices received are indexed into imaging system and routed for approval daily.
- Maintain organized files of pending and paid invoices within imaging system.
- Follow up with responsible party for invoices outstanding for more than two weeks.
Payment Processing:
- Ensure authorization is properly documented according to the Expense and Expenditures Program prior to payment.
- Determine and document general ledger account classification and allocations to organizational centers for each invoice.
- All requests for payment authorized by 10:00 am on Wednesday will be disbursed by specified payment method (ACH, EFT, check, corporate credit card) on Wednesday of each week.
Vendors:
- Work with UFCU employee with new vendor relationship to obtain W-9 and payment instructions for vendor and supply the vendor with tax-exempt form.
- Ensure vendor is set up within Accounts Payable system according to procedures to ensure accurate accounting, processing, and reporting for vendor.
- Reconcile any invoice discrepancies with vendor before vendors next statement cycle.
Recurring Payments:
- Process recurring monthly, quarterly and yearly commitments for which no invoice is generated by vendor, validating against schedule of recurring payments.
- These payables are due by the first working day of each month unless otherwise agreed upon.In those instances, payment will be made by the agreed upon payment date.
Annual 1099 processing:
- Assist with the process of completing the 1099 forms to ensure they are mailed to the vendors by the stated deadline.
- Handle any questions from vendors to ensure filings with the IRS are accurate and complete.
- Performs other duties as assigned.
- Adhere to all company policies, procedures and business ethics codes.
- Maintain strict adherence and compliance to all laws, rules, regulations, policies, procedures and internal controls specific to your role.
ExperienceMinimum Requirements
- High School diploma or equivalent required.
- Bachelor's degree in Accounting or Finance preferred.
- Minimum two (2) years of related Accounts Payable experience required or a degree with Financial Institution experience may be substituted.
- Expert in the following software is required: Outlook, Microsoft Excel, and Microsoft Word.
- Experience and demonstrated proficiency in utilizing automated accounts payable systems, preferably with imaging and workflow processes.
- Experience using Microsoft Dynamics D365, Exflow, Certify, and Exflow Data Capture imaging is preferred.
- Working knowledge of accrual basis accounting and familiarity with Generally Accepted Accounting Principles.
- Must be bondable.
Physical Demands The physical demands described are representative of those that must be met by an employee, with or without accommodation, in order to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #INDUFCU Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)