Assist the Assistant Director/Accounts Payable on all matters related to the research, maintenance, and implementation of Accounts Payable functions and procedures.
Reports to: Assistant Director, Accounts Payable
Location: 305 Seventh Ave., New York, NY 10001
Hours: 35 hours, Exempt
Salary: $65,500-$73,000
Major Duties:
- Responsible for full AP cycle: research, allocate, and record invoices. Obtain approvals and ensure they are completed accurately and efficiently.
- Research and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate parties in a timely manner.
- Assist with overseeing and managing scanned invoices within Filebound and monitoring invoices stored by Cityside Archives.
- Monitor and run aging reports for the weekly check run. Identify and resolve any issues preventing timely disbursements, including credits.
- Assist with reviewing and approving all entries in the department for batch posting.
- Liaise with various departments with respect to the approval of invoices and payments.
- Assist with setting up new vendors in MIP accounting database.
- Negotiate with vendors to receive better terms and avoid finance charges and late fees.
- Assist with managing rush requests within the department.
- Maintain utility accounts and the rent facilities schedule.
- Liaison for the department regarding all inquiries from the Accounts Receivable Department.
- Supervise, coach, and develop Accounts Payable Specialists by providing guidance with technical assistance on systems, account codes, and vendor classification. Support staff with complex problem-solving and troubleshooting.
- Build relationships with program to meet the needs of the department.
- Ensure that the proper financial information is maintained for historical purposes and in accordance with agency policies. This includes invoices, documentation, and W9 files.
- Monitor outstanding check request advances, run quarterly reports, and contact Division Directors as needed.
- Manage, prepare, mail, and file annual 1099s timely.
- Assist the Assistant Director of Accounts Payable whenever needed.
Qualifications:
- High School Diploma or equivalency with five years of experience in Accounts Payable required; Associates Degree in related field preferred.
- Two to five years of supervisory experience required.
- Excellent leadership skills – ability to foster a cooperative work environment and create teamwork.
- Must be able to establish and maintain AP operating procedures and processes and effectively communicate to staff.
- Must be proficient in Microsoft Excel, MIP accounting software a plus.
- Must have excellent written and verbal communication skills.
- Must possess competencies in decision making, staff management, attention to detail and multi-tasking. Advanced problem-solving and analytical skills required.
