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Accounts Payable/Receivable Specialist
3 months ago
Under general supervision of the CFO and Development Director, the AP/AR Specialist is responsible for assisting with the accounting and development needs of the organization. These include, but are not limited to, processing accounts payable and accounts receivables, recording bank deposits and journal entries into the accounting system, donation processing, database management, reporting and account reconciliations. This position reports to the Chief Financial Officer while maintaining the highest standards of accuracy, timeliness, and compliance.
Essential Functions:
1. Demonstrates a commitment to the mission and values of the facility to preserve the dignity and confidentiality of every person through courteous behavior and respectful communications with all patients, Kairos members, co-workers, volunteers and visitors.
2. Accounting - Accounts Payable
- Process vendor payments using QuickBooks and Bill.com, ensuring timely and accurate payment of vendor invoices
- Maintains and updates the Vendor Module of QuickBooks, reconciles all discrepancies between Bill.com and QuickBooks.
- Maintains and update Bill.com application for invoice processing and credit card processing.
- Handle vendor communications, resolve any billing disputes. Maintain vendor files including portal logins, passwords, W-9’s, contracts, quotes, bids, payment schedules, etc.
- Audit incoming invoices and other payment requests for appropriate coding, and authorizations, routing as appropriate
- Assist in educating employees and managers on policies and procedures relating to disbursements
- Review credit card reports and petty cash replenishments requests for accuracy, completeness, and process
- Prepare utility expense spreadsheets monthly to track utility expenses for submission to granting agencies
- Assist with preparation of annual 1099’s
- Assist with preparation for the annual audit, including preparing schedules and reconciliations
- Maintain vendor payment plans/contract payments for large scale projects
3. Accounting/Development - Accounts Receivable
- Record bank deposits in QuickBooks. Assist in monthly reconciliation between accounting and development systems
- Prepare monthly grant invoices
- Donation processing and maintenance in CRM database and scanning donation files
- Generate internal and external reports from CRM database and accounting systems as needed.
- Assist in resolving discrepancies and irregularities.
- Track and value in-kind donations. Prepare and enter monthly journal entries.
- Development - Donor Tracking, Recognition, and Database Management & Reporting
- Manages DonorPerfect database
- Record monetary and in-kind donations in DonorPerfect and QB
- Maintains record of donations with scanned copies of checks and donation information to secure folder on shared drive
- Prepare thank you letters and receipts to acknowledge gifts
- Coordinates credit card donations entering data into credit card software client and ensuring that monthly recurring donations occur as scheduled
- Ensures database hygiene: updates with new addresses, name changes, and requests to be added or removed; maintains stylistic consistency
- Serves as the go-to person for DonorPerfect reporting questions and works with customer support as necessary to learn new reporting
- Prepare regular reports from DonorPerfect– weekly solicitation report, monthly revenue report, weekly gift listing, monthly reconciliation reports, biannual acquisition analysis, and others as requested
- Prepares monthly General Ledger reports in DonorPerfect and reconcile against the General Ledger report in QuickBooks.
- Prepare the monthly Restricted Income Report
- Prepare reports for the Board of Director’s meetings and Finance Committee meetings
- Processes special reports as requested
4. Accounting – General
- Enter Petty Cash transactions into QuickBooks and do a spot check count and reconcile monthly.
- Assist with Bank Reconciliations
- Assist with preparing monthly Budget vs Actual reports
- Assist with Audit Schedules
5. Development – General
- Serves as main contact for Christ House donors regarding customer service inquires (i.e. account statements, credit card transactions, etc.)
- Assist with Planning and logistics for Special Events
- Edit and collect information/materials for grant submissions
- Compile statistics on acquisitions and other historical data as needed
6. Administration/Other Responsibilities
- Assemble Board and Finance Committee Reports and other documents as needed.
- Participate in internal and external meetings as assigned
- Provide front desk lunch coverage one time per week
- Assist with special projects as needed
- Other duties as assigned
1. Education:
- BA in finance, accounting, or related field or an equivalent combination of training and experience
2. Experience:
- 2-5 Years of experience in accounting
- Experience with QuickBooks, Bill.com, DonorPerfect (or any CRM database) and Excel is required
3. Skills:
- Basic understanding of GAAP and IRS regulations
- Extremely detail oriented and organized and able to work independently and accurately under general supervision
- Technology and accounting systems savvy
- Excellent verbal and written communication skills that are tactful and diplomatic
- Ability to work under pressure in a fast-paced environment, able to prioritize and respond to change
- Able to respond effectively to telephone, email and in-person inquiries
- Knowledge of basic Microsoft Office programs
- Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee
- Self-starter and problem solver with an can-do attitude
