Accounts Payable & Purchasing Associate (447)

GENERAL SUMMARY:

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. 

Accounts Payable

  • Receive, 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.
  • Reconcile vendor statements; initiate queries to vendors and respond to external vendor calls.
  • Maintain accurate and complete vendor files within the electronic financial software documenting tax status and identification number.
  • Provide 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.
  • Prioritize 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 flexibility.
  • Prepare annual 1099 tax form reporting.
  • Maintain invoice and vendor files to meet record retention guidelines.

Purchasing

  • Initiate 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.
  • Initiate physical Purchase orders for vendors who require a purchase order for furniture, equipment and supplies.
  • Initiate order for furniture, equipment and supplies, often requiring researching product alternatives, confirming specifications, and tracking of email correspondence and approvals. 
  • Work with vendors to determine vendor terms, pick-up and delivery options, and payment methods.
  • Interpret and follow agency's purchasing policies to ensure all invoices are properly approved by staff person with the appropriate level of authority.
  • Facilitate out-of-state travel upon request, including hotel reservations, car rentals and conference registrations as needed.
  • Facilitate registrations to external trainings, conferences and workshops.

General Accounting

  • Provide data entry into electronic financial software of all incoming cash receipts.
  • Coordinate monthly journal entries of Prepaid Expenses and Prepaid Insurance and maintaining proper back-up documentation.
  • Maintain subsidiary schedules as needed, providing additional documentation and tracking.
  • Participates in annual audit as needed, including, but not limited to providing information and subsidiary schedules for Prepaid Expenses, Accounts Payable and check distributions.
  • Prepare bank deposits as needed for incoming cash and checks received.
  • Maintenance of allocation/distribution codes.
  • Preparation 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.