Accounts Payable Specialist
The Accounts Payable Specialist performs an internal audit on payment requests to ensure accuracy and completeness by generally accepted accounting principles (GAAP). Prepares check run and wire transfer documents for vendors and grant recipients. Prepares documents for distribution maintains check register and accounts payable files. Prepares analysis on vendors to help Management make decisions on contract negotiations for pricing discounts.
- Prepare daily AP batches by reviewing and processing requests for payment to ensure correct vendor ids, the correct amount paid, the effective date of activity, account codes, appropriate supporting documentation, and necessary approvals are present.
- Prepare weekly AP credit card batches by reviewing and processing credit card statements from staff to ensure the correct amount paid, the effective date of activity, account codes, as well as appropriate supporting documentation and necessary approvals, are present.
- Prepare daily AP batches by reviewing and processing expense reimbursements and travel advance requests to ensure compliance with the USCCB travel and expense policy.
- Produce weekly checks and EFT runs, ensuring transactions are timely and accurate.
- Produce grant checks or wires (e.g., National Collection grants) as requested.
- Process all manual checks (APCs) for wires, grants, and credit card statements weekly.
- Process domestic and international wires as requested.
- Research, void, and reissue checks as necessary.
- Assist with month-end close, including identifying prepaid invoices for the accounting manager and ensuring that all invoices for that month are processed by the AP month-end deadline.
- Handle all vendor and staff inquiries regarding payments and reconcile vendor statements.
- Assign a new vendor. Maintain vendor files to eliminate duplicate vendors and maintain appropriate information for 1099 tax reporting.
- Maintain and reconcile Accounts Payable subsidiary ledger.
- Maintain the Accounts Payable files (physical and electronic). Includes ensuring current files are appropriately labeled. It also includes boxing historical files to be sent to storage.
- Participate in annual audit preparation.
- Prepare, reconcile and submit annual 1099, 1042, and other tax documentation as needed to the IRS and other authorities.
- Other duties as assigned.
Bachelor’s degree in accounting preferred (significant related work experience may substitute for education requirements) Number of Years Required: 3 to 5 years
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