Formed in 2007, Advantix Development Corporation serves as the not-for-profit development instrument of the Evansville Housing Authority. Its mission is to own, operate, acquire and develop housing for low to moderate income families. Since 2007, Advantix has served as developer, and general contractor for both 4% and 9% Low Income Housing Tax Credit development projects. Advantix works with local jurisdictions to develop several types of affordable housing in Indiana and surrounding areas. Currently, Advantix operates approximately 1000 units of affordable housing in Indiana. Providing quality affordable housing opportunities, improving the communities in which we work, and building strong local partnerships are the primary focuses of the Advantix Development Corporation.

SUMMARY

The primary purpose of this position is to perform crucial job duties that ensure vendors get paid for services and products rendered. The Accounts Payable Specialist provides both administrative and financial support by processing, verifying and reconciling Invoices. The incumbent monitors accounts payable (AP) to confirm all recurring bills are received a entered in the correct period and company. Advantix maintains approximately 45 separate payable entities and each invoice must be charged to the correct entity and general ledger (GL) accounts. The incumbent monitors workflow and period cut off procedures. Reconciliation of irregularities is required.

All activities must support Advantix’s strategic goals and objectives and produce results that accomplish the goals of the overall organization.

ESSENTIAL JOB FUNCTIONS

Primary areas of responsibility and tasks that may typically be expected include but are not limited to:

Accounts Payable

• Manages accounts payable using accounting software and other programs.
• Reconciles vendor statements to in house recorded.
• Handles accounts payable for separate entities and vendors.
• Tracks and reconciles intercompany transactions.
• Analyzes workflow processes.
• Establishes and maintains relationships with new and existing vendors.
• Ensures bills are paid in a timely and accurate manner while adhering to departmental procedures.
• Processes due invoices for payments.
• Processes transactions and performing accounting duties such as account maintenance, recording entries and reconciling vendor accounts.
• Sorts payables into batches and complete data entry daily.
• Provides printed checks to appropriate directors for signatures.
• Mails authorized checks or distributes checks with necessary attachments.
• Files copies of authorized checks with appropriate invoices.
• Maintains responsibility for assisting in Tenant accounting and bank reconciliations as needed.
• Maintains responsibility for additional check processing requirements as needed.
• Maintains filing up to date for review purposes.

Annual 1099 Reporting

• Reconciles reporting files with historical records.
• Identifies and corrects 1099 vendor information.
• Prepares electronic 1099 reporting file for submission to the Internal Revenue Service (IRS).
• Submits 1099 and 1096 forms in a timely manner.
• Maintains and updates W-9 and insurance documentation.
• Manages State and Federal Grants including grant job costing, budgeting and analysis
• Performs other related duties as assigned and/or required.

BEHAVIORAL COMPETENCIES

Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with sensitive topics and/or irate customers.

Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity. Uses appropriate judgment & decision making in accordance with level of responsibility.

Customer Service: Understands that all employees have external and/or internal customers that they provide services and information to; honors all the organization’s commitments to customers/residents by providing helpful, courteous, accessible, responsive and knowledgeable customer service.

Interpersonal Skills: Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; establishes rapport when working with others.

Teamwork: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains friendly demeanor; values the contributions of others.

Results Orientation: Consistently delivers required agency results; sets and achieves achievable, consistently complies with quality standards and meets deadlines; maintains focus on organizational goals.

Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the organization to maintain the public’s trust.

Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.

EDUCATION, EXPERIENCE AND/OR CERTIFICATION

• Associate’s degree in accounting with one year’s experience required in accounting and job costing. AIA Construction, Yardi, grant accounting, and CAPP certification are preferred. An equivalent combination of experience and education may be considered.
• Possession of valid Indiana Driver’s License.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB COMPETENCIES:

• Knowledge of procurement procedures.
• Adherence to Internal controls
• General knowledge of accounting principles.
• Ability to compare documents to determine conformity.
• Ability to perform routine mathematical calculations rapidly with a high degree of accuracy.
• Ability to understand utility statements.
• Ability to resolve routine and some complex problems.
• Ability to utilize the construction module using the Yardi Job Cost system.
• Proficient in Microsoft Office Suite.
• Demonstrated prompt, regular work attendance.

COMPUTER AND ADMINISTRATIVE SKILLS

To perform this job successfully, an individual should have advanced abilities using computer software such as MS Word, and Outlook and should be capable of using internet resources for research and developing reports. Proficient in operating and troubleshooting personal and laptop computers. Ability to learn other computer software programs as required by assigned tasks.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee’s job is intermittently sedentary. Will use some repetitive motion of hand-wrist in using computers. Must have normal range of vision to complete paperwork and review documentation; hearing and speech to communicate with executives, employees, co-workers, vendors, contractors, agency/company representatives, etc., on the telephone and/or in person on a frequent basis.

Work involves the normal risks or discomforts associated with an office environment.