The Accounts Payable & Purchasing
Associate administers all day-to-day aspects of payment cycle activities,
including Accounts Payable and Purchasing functions. This position also provides general
accounting support including, but not limited to, posting of cash receipts,
preparation on monthly journal entries, and bank deposits.
review, and process for payment all vendor invoices. This includes a demonstrated understanding of
the chart of accounts for accurate cost allocation. Maintain distribution coding in order for
expenses to be allocated based on location and program type.
vendor statements; initiate queries to vendors and respond to external vendor
accurate and complete vendor files within the electronic financial software
documenting tax status and identification number.
day-to-day oversight of corporate credit cards ensuring that balances are not
exceeded, purchases are documented and approved, and that payments are receive
in a timely manner to avoid any finance charges.
invoice payments in order to meet operating cash availability. This requires an awareness of vendor history,
an estimation of critical need, and the ability to determine payment
annual 1099 tax form reporting.
invoice and vendor files to meet record retention guidelines.
orders for routine office supplies and oversee orders placed by other
staff/locations. Verify order, receipt
and payment of all orders. Identify
recurring supply needs and work with vendor to maintain preferred item listing.
physical Purchase orders for vendors who require a purchase order for
furniture, equipment and supplies.
order for furniture, equipment and supplies, often requiring researching
product alternatives, confirming specifications, and tracking of email
correspondence and approvals.
with vendors to determine vendor terms, pick-up and delivery options, and
and follow agency's purchasing policies to ensure all invoices are properly
approved by staff person with the appropriate level of authority.
out-of-state travel upon request, including hotel reservations, car rentals and
conference registrations as needed.
registrations to external trainings, conferences and workshops.
data entry into electronic financial software of all incoming cash receipts.
monthly journal entries of Prepaid Expenses and Prepaid Insurance and
maintaining proper back-up documentation.
subsidiary schedules as needed, providing additional documentation and
in annual audit as needed, including, but not limited to providing information
and subsidiary schedules for Prepaid Expenses, Accounts Payable and check
bank deposits as needed for incoming cash and checks received.
of allocation/distribution codes.
of Payee checks and reconciliation of bank statements.
*External and internal
applicants, as well as position incumbents who become disabled as defined under
the Americans With Disabilities Act, must be able to perform the essential job
functions (as listed) either unaided or with the assistance of a reasonable
accommodation to be determined by management on a case by case basis.