Accounts Payable Associate

POSITION: Accounts Payable Associate

SUPERVISOR: Accounting Manager

STATUS: Non-Exempt

OVERALL RESPONSIBILITY: Under the supervision of the Accounting Manager, performs various accounts payable tasks, which require some independent judgment, and a thorough knowledge of the accounts payable process. Responsibilities include reviewing transactions for completeness, accuracy and proper authorization, posting and balancing accounts, preparation of reports, answering vendor inquiries, and investigating complaints regarding possible errors in the assigned area of activity. This position is also responsible for some database maintenance.

DUTIES & RESPONSIBILITIES

• Review vendor invoices for completeness, accuracy and proper authorization, code to proper G/L account based on budget, and post to the accounts payable accounting module.
• Process A/P batches from Project Cost software.
• Prepare vendor payments weekly or as needed based on due date.
• Reviews employee credit card charges in Concur, codes to G/L, and posts in accounting software.
• Prepare bank deposits daily. Includes data entry of checks into computer, researching discrepancies of customer payments and balancing reports.
• Reconciles and maintains prepaid schedules and other A/P related accounts.
• Prepares monthly sales tax returns for all required states.
• Prepares yearly property tax returns.
• Maintain all vendor files including set-up and filing.
• Prepare annual 1099’s.
• Maintain vendor databases in Great Plains accounting software (GP).
• Assist in special projects as assigned by supervisor.

RESPONSIBILITY FOR RELATIONSHIPS

Internal

• Frequent personal contact with accounting staff, Accounting Manager and the VP of Finance.
• Regular personal contact with staff.
• Regular attendance at meetings called by supervisor.

External

• Frequent personal telephone contact with NMA vendors.

SUPERVISORY AUTHORITY

• This position is non-supervisory.

SUPERVISION PROVIDED

• Duties and responsibilities of this position are performed under the supervision of the Accounting Manager following specific instructions and procedures.

KNOWLEDGE AND SKILLS REQUIRED

• Basic understanding of the accounting requirements and procedures for accounts payable.
• Experience and knowledge of basic PC operation to complete daily work tasks.
• Experience with using accounts payable software modules.

• Ability to work with various database management tools.
• Knowledge of Microsoft Great Plains Accounting, Word and Excel.
• Good organizational skills, detail oriented and ability to work under general supervision.
• Skilled at maintaining confidentiality of business information that is not shared with all staff, vendors, clients, prospects or others.
• Ability to meet deadlines.
• Flexible

EDUCATION & EXPERIENCE REQUIRED

• Three or more years of work experience in an environment requiring hands-on duties relating to accounts payable.
• High school diploma. College course work in accounting with an associate’s degree preferred. Experience will be considered in place of an associate’s degree.

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