<p>Position Summary</p> <p>The Accounts Payable Specialist II is primarily responsible for all aspects of accounts payable, including entering invoices with the correct codes, distributing invoices to managers for authorization, paying bills and invoices after approvals, reconciling assigned accounts, preparing 1099 forms, maintaining AP email, and producing reports. This position will support the month-end closing process and reviewing weekly AP aging reports. Additionally, the AP Specialist II will create training documents and train AP staff and serve as a backup to the AP Manager.</p> <p>Reportability</p> <p>This position will report directly to the Accounts Payable Manager.</p> <p>Essential Duties and Responsibilities</p> <p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.</p> <ul> <li>Reviews, codes, and promptly enters all invoices, check requests, and expense reimbursements into accounting software. </li><li>Distributes invoices to appropriate managers for authorization promptly. </li><li>Assures invoices are matched with Purchase Orders and purchase orders are correctly coded to the appropriate program, grant, and site codes. </li><li>Reviews Account Payable aging reports regularly, identifies vendors to be paid, and submits aging reports with suggested payments to AP Manager or Controller for approval for weekly check runs. </li><li>Maintains AP email and ensures distributing invoices to the staff daily. </li><li>Maintains a monthly schedule of routine and critical vendor payments to ensure they are paid on time by alerting management to due dates to avoid cut-offs on critical goods and services. </li><li>Maintains Open Invoice payment files for all payables to be paid and files for paid vendors. </li><li>Reconciles vendor statements, including credit cards, routinely and at least once a month to ensure all payables are processed and posted to the general ledger promptly. </li><li>Maintain and update vendor profiles-including ACH details, addresses, default expense accounts, and payment terms-to ensure accurate and efficient payment processing. </li><li>Ensure the AP vendor database is up to date and compliant with all 1099 reporting requirements. </li><li>Updates and follows up with Unclaimed Properties. </li><li>Prepares and distributes annual 1099, 1098, and 1096 tax returns. </li><li>Acts as a liaison between Mary Center and Vendors, promptly addressing all vendor inquiries. </li><li>Updates staff on policies and procedures affecting travel and expense reimbursements and reviews expense reimbursement requests before processing to ensure compliance with corporate policy. </li><li>Supports the month-end closing process. </li><li>Assists with various audits by providing supporting documentation and other documents as necessary. </li><li>Creates training manuals and trains staff as needed as new tasks are assigned. </li><li>Learns duties of AP Manager to fill that role when the AP Manager is unavailable. </li><li>Completes tax documents and reports, such as but not limited to audits and reporting for grants. </li><li>Assists with other assigned ad hoc reports and duties for the AP manager and Controller, such as producing a weekly AP aging report. </li></ul> <p>Qualifications</p> <p>The requirements listed below represent the knowledge, skills, and ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.</p> <p>Knowledge, Skills & Abilities -</p> <ul> <li>3-5 years of accounting or bookkeeping experience. </li><li>Associate or bachelor's degree in accounting or business preferred. </li><li>In-depth knowledge of accounts payable processes, principles, and accounting standards. </li><li>Experience with Sage Intacct is a plus. </li></ul> <p>Language Requirement - Ability to communicate effectively in English is required.? Additional language proficiency or fluency is preferred.</p> <p>Physical Demands - Regularly required to sit; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk or hear; must be able to lift objects up to twenty-five (25) pounds.</p> <p>Work Environment - Mostly in a typical office and/or home setting with quiet to moderate noise. May be exposed to extreme cold, heat, and humidity due to outside weather conditions. Opportunity to work a hybrid schedule - remotely & onsite, as needed.</p> <p>The Benefits:</p> <ul> <li>Health Insurance: medical, dental & vision - plus retirement options through 403(b) contribution and investment opportunities </li><li>25 days of paid leave annually (in addition to paid holidays), plus 5 educational days </li><li>Tuition reimbursement of $2000/year towards education assistance and professional development </li><li>Transportation subsidy via metro & bus </li><li>Employee Assistance Program (EAP) </li></ul>