Job

Senior Accounts Payable Specialist

Senior Accounts Payable Specialist

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Description

We are looking for a detail-oriented Senior Accounts Payable Specialist to help us process a high volume of expenses/payments in a timely and accurate manner.  This position will be responsible for, but not limited to, the overall accounts payable process, managing vendors, ensuring prompt and correct payment of expenses/reimbursements in multiple currencies, ensuring accuracy of coding and general ledger transactions, performing reconciliations and ensuring proper internal controls.  This position must have a strong understanding of US GAAP and finance and accounting concepts, plus great interpersonal and communication skills.

Duties and Responsibilities:

  • Responsible for daily processing, review, approval and posting of Accounts Payable transactions, ensuring compliance with US  GAAP, internal policies and procedures and industry best practices.
  • Coordinate/support Accounts Payable recording to the monthly financials, including closing the A/P subledger and reconciling the A/P account on a monthly basis.
  • Maintain schedule of open AP items that make up the AP balance in the general ledger each month.
  • Provide support for, training to and work closely with the other A/P team member(s) and finance team member(s).  Build solid partnership with others on the A/P team and broader finance team to ensure expenses, expense reports and payments are timely and accurate.
  •  Maintain internal controls and safeguards for expenses and payments to staff and vendors.
  •  Maintain master vendor file/list and manage vendors, including new vendor setup, vendor changes, etc.
  • Manage the timely and accurate payment of vendor invoices, employee reimbursements, credit cards and other expenses through EFTs, PayPal payments, checks, domestic wire payments, international wire transactions/payments and other methods of payment.  
  •  Ensure expenses, payments and transactions in the GL or subledger are in the proper currency with the proper date/accounting period.
  • Strong experience and working knowledge of general ledger, accounts payable, domestic and international disbursements and banking required;
  • Respond to vendors, banks, other external inquiries and internal inquiries and research to resolve concerns or discrepancies.  Handle complex problems or questions regarding expenses and payments.
  • Answering questions from internal parties such as employees about the A/P processes, systems, coding, approvals, etc.  Being one of the main points of contact in the A/P process and having a great ability to communicate with others.
  • Develop and provide training to global staff regarding A/P process and systems, expense coding, etc.  Ability to translate financial concepts to individuals at all levels in the organization – including non-finance colleagues.
  • Provide support to the annual audit process preparing assigned detailed audit schedules and reconciliations, including notes and backup documentation. 
  • Provide support to the General Accounting Manager and Director of Finance for any queries related to the Accounts Payable function or expenses.
  • Assist other members of A/P and finance team to review expense reports/invoices for proper coding of expense account, department, currency, project, contracts, receipts, payment details, etc.  Make corrections and provide approvals as needed.  Sync and manually enter/upload information between finance software platforms.
  • Compare system reports to balances and verify system entries.  Reconcile account transactions with the general ledger.  Prepare reports as needed.
  • Prepare year-end 1099 reports in compliance with US Federal law
  • Assist in creating and maintaining accounting manuals-SOPs, policies and procedures and other working documents as needed.  Assist in development of documentation of procedures and recommendations for process improvements.
  • Assist in ensuring accounting system integrity and make recommendations to DOF for ongoing improvements in functionality as required. 
  • Keen analytic, organization and independent problem-solving skills; experience in effectively communicating key data, including presentations to management.
  • Meticulous attention to detail – demonstrates accuracy and thoroughness. Strong focus on being organized.  Routinely monitors own work to ensure quality.
  • Customer-oriented, positive attitude.  Brings a commitment to a work environment that incorporates cultural values, is mission-driven, professional, direct, naturally collaborative, and collegial.
  •  Proactive, hands-on thinker who is comfortable working in partnership with senior staff within the organization; 
  •  Excellent written and communication skills, proficiency of English language (spoken and written) is required;
  •  Participate in Finance and Operations meetings and initiatives
  •  Participate or support organizational initiatives or events 
  •  Take initiative to learn about climate change
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