Accounts Payable Specialist
The Accounts Payable Specialist performs administrative, accounting and clerical tasks related to the maintenance and process of accounts payable transactions. Work includes, but is not limited to, the processing, distribution and maintenance of invoices, setting up financials records, processing financial forms and the preparation of vendor checks for either mailing or distribution to staff. The Accounts Payable Specialist has frequent internal and external contact with customers and vendors. The Accounts Payable Specialist also assist the Controller, Asst. Controller - Operations and Accounts Payable Manager in ensuring conformity with corporate practices, policies and procedures.
Duties and Responsibilities:
5-10% Routinely arrives at work on time everyday prepared to do the work of the day. Ability to differentiate and achieve high value work versus low value work. Demonstrates a positive can-do attitude in all work and meets deadlines with quality work products. Works to build productive relationships throughout the organization.
60-70% Process AP invoices and expense reimbursements - Perform day to day processing of accounts payable transactions. Main activities include: (a) Receive and verify payment requests, (b) Perform matching of authorized payment request to a good receipt/invoice, (c) Verify that transactions comply with financial policies and procedures, (d) Ensure all invoices are coded to a proper GL account, (e) Prepare batches of invoices for data entry and payment, (f) Ensure compliance with 1099 and 1042 policies (g) Prepare vendor checks for mailing or pickup, (h) Prepare manual or emergency checks as and when required, (i) Maintain historical payment data (paid invoices, voided checks, stop payment requests, cancelled POs, returned Pos, etc.
20-30% Maintain updated vendor database. Review and approve new vendors. Review tax documentation for compliance with policies and procedures.
5-10% Resolve vendor issues. Ensure that all vendor inquiries are handled efficiently and to the vendor's satisfaction. Ensure that all internal inquiries are handled efficiently and to the customer's satisfaction.
5-10% Perform year-end tax compliance review and reporting. This includes (a) 1099 review and reporting, (b) 1042 review and reporting (c) B-notice review and compliance.
5-10% Other critical periodic duties: (a) Ensure staff throughout the Center know and understand our financial policies and procedures. Participate in group training sessions as well as one-on-one instruction (b) Prepare audit support as requested (c) Suggest improvements in processes to increase effectiveness and compliance (d) Assist with procedural changes (e) Special Projects and other duties as assigned.
Education: Associate degree preferred. Bachelor's degree in business-related field is a differentiating factor. At least 2-4 years of direct accounts payable process and experience
Minimum Skills and/or Knowledge Required
Critical Skills: Moderate written and oral communication skills; proficiency in use of accounts payable component of general ledger application; familiarity/experience with Lawson software is a differentiating factor; experience with complex accounts payable process is preferred (e.g., utilization of foreign contractors, employee vs. independent contract determinations).
While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.
The noise level in the work environment is low.
Travel up to 5% may be required.
The John F. Kennedy Center for the Performing Arts is a world premier performing arts organization and our nation's cultural center. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.
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