Accounts Payable Specialist - Lantern Community Services : Job Details

Job Title: Accounts Payable Specialist

Reports to: Vice President of Finance

Status: Full-time, Mon - Friday (hours may vary)

FLSA Classification: Non-exempt

Job Location: New York, NY

Objective:

The successful candidate will have prior experience working in a nonprofit organization with government funders. S/he will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner.

Position Type:

This is a full‐time position designated as a critical agency position. Lantern staff may be asked to change work schedule and hours depending on the operational needs of the site and the agency.

Essential Functions:

With oversight of an assigned portfolio of government grants and payroll management, the Accounts Payable Specialist will have the following responsibilities:

• Maintain high level of integrity and compliance of the department.
• Process payments for all invoices the Accounts Payable ledger, verify financial data.
• Clarify any questionable invoices items, prices or receiving signatures.
• Assemble and review invoices to be completed for payment.
• Obtain proper information and/or data regarding invoice payment.
• Perform vendor aging analysis.
• Ensure invoices have PO # assigned.
• Daily reconciliation of bank statement
• Weekly reconciliation of Petty Cash
• Monthly reconciliation of Credit Card.
• Monthly reconciliation of invoices to general Ledger.
• Verify invoices against purchase orders and ensure goods or services were received before issuing payment to vendors.
• Processes and release checks as needed.
• Submit weekly aging report to VP of Finance
• Maintain electronic and paper reporting back up for invoices per organization protocol.
• Manage vendor relationships.
• Ensure the accuracy of financial documents for payment, auditing, and tax purpose.
• Protect organization against unintentional overpayment.
• Practice effective monitoring to ensure payments are made to vendors in a timely manner after the approval of VP of Finance.
• Research and resolve discrepancies.
• Maintain vendor database and required W-9 documentation.
• Prepare annual 1099 report and filing.
• Prepare back up for external audit requests in a timely manner.
• Prepare necessary journal entries.
• Coordinate with the Accounting Dept/ Outsourced.
• Coordinate multiple projects with concurrent deadlines.
• Track, monitor, and follow up all internal and external communications.
• Effectively manage multiple deadlines and concurrent tasks interdependently.
• Must maintain a high degree of confidentiality.
• Perform other related duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Education and Experience:

The successful candidate will have prior experience working in a nonprofit organization with government funders and have at least 1‐3 years of applicable experience. The ideal candidate will have initiative, the ability to work well under pressure, a very high level of Microsoft Office proficiency (with the ability to learn new technologies and databases) and the ability to work both independently and as part of a team to complete projects in a timely manner. Other qualifications include:

• Bachelor's Degree is required.
• Prior experience with government contracts is preferred.
• 2-3 years of AP experience preferred.
• Strong Excel skills.
• Previous experience with Balance Point, QuickBooks, and Financial Edge systems is preferred.
• Must be able to maintain employee confidentiality and handles sensitive personnel data.

Work Environment: This job operates in an office environment.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.