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AP Specialist-Northern California
4 months ago
Public Health Foundation Enterprises, Inc. DBA Heluna Health is a not-for-profit 501(c)(3) agency dedicated to improving the heath and well-being of communities. It is the nation’s premier catalyst for optimizing population health outcomes. Heluna Health partners with academic researchers, government agencies, foundations and private sponsors to offer a suite of services, including contracts and grants management; fiscal sponsorship (providing a financial ‘home’ for researchers, programs and agencies); human resources support; accounting services; real estate/leasing and direct population health program leadership.
Reporting to the Project Accounting Supervisor/Manager, the AP Specialist will perform data processing, including analyzing all incoming program requests for payment. This position requires the ability to process a high volume of documents inclusive of invoices, receiving documents and contracts that must be matched to budgeted amounts. This individual must be detail-oriented to ensure amounts are properly posted to the correct programs and appropriate accounts as well as in the correct time period. This position requires excellent organizational and communication skills, providing excellent customer service at all times.
The salary range for this position is $27.40 to $31.67 per hour depending on experience.
ESSENTIAL FUNCTIONS
- Reviews, validates, and processes all invoices and authorizations for payment.
- Ensures all related information and documents are included. Payment types include, but are not limited to, mileage/travel, credit card charges, utilities, subcontractors, consultants, reimbursements and advances.
- Contacts project directors, vendors and others, as needed.
- Prepares vouchers for all payment types ensuring correct project and account number coding.
- Ensures proper paperwork and required documentation are submitted with all payment requests.
- Works with other departments on reconciliation of over expenditures and other budget-related matters.
- Timely completes monthly close process ensuring received invoices are processed and ensures appropriate accruals are prepared
- Handles special requests by programs in a timely manner.
- Attends meetings and site visits relative to assigned programs.
- Handles vendor discrepancies and past due balance reconciliations.
- Assists, when needed, with data entry and check run processing.
- Assists with obtaining required data for audits inclusive of pulling supporting. documentation, and compiling data in an Excel spreadsheet.
- Ability to effectively communicate with all levels of the Organization.
- Support Project Accountant
- Performs other duties as assigned.
JOB QUALIFICATIONS
Competency Statement(s)
- Teamwork – Collaborate effectively with the team and provide guidance/assistance to team members as needed.
- Customer Service – Meet or exceed the expectations of internal and external customers.
- Problem Solving and Analytical Skills – Interpret data and resolve issues as they arise.
- Communication Skills – Clearly express oneself both orally and in writing to various levels within the organization.
- Timeliness – Plan and complete tasks within the required time frame.
- Detail-oriented – Pay attention to the minute details of a project or task.
- Accuracy – Perform work accurately and thoroughly.
- Accountability – Accept responsibility and account for his/her actions.
- Business Acumen – Grasp and understand business concepts and issues.
- Financial Aptitude – Understand and explain economic and accounting information.
- Honesty/Integrity – Be truthful and be seen as credible in the workplace.
SKILLS & ABILITIES
Education:
- AA in Accounting required and Finance required and a minimum of 2 years of accounts payable experience in a computerized environment, with a four-year bachelor’s degree in Accounting or Finance preferred.
Knowledge:
- Experience in an accounting environment processing a high volume of accounts payable a plus.
- Non-profit / government contracting environment experience a plus. Knowledge of Oracle Fusion or similar ERP accounting software a plus.
PHYSICAL DEMANDS
Stand: Frequently
Walk: Frequently
Sit: Frequently
Handling / Fingering: Frequently
Reach Above Shoulder: Occasionally
Climb, Crawl, Kneel, Bend: Occasionally
Lift / Carry: Occasionally - Up to 30 lbs
Push/Pull: Occasionally - Up to 30 lbs
See: Constantly
Taste/ Smell: Not Applicable
Not Applicable = Not required for essential functions
Occasionally = (0 - 2 hrs/day)
Frequently = (2 - 5 hrs/day)
Constantly = (5+ hrs/day)
WORK ENVIRONMENT
General Office Setting, Indoors Temperature Controlled
EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)
