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Fiscal Specialist- Accounts Payable

3 months ago

Ellsworth, United States Downeast Community Partners Full time
Job DescriptionJob Description

Fiscal Specialist- Accounts Payable

Finance Department

Pay Range- $17.86 - $20.54

Full-time


The Fiscal Specialist-AP position performs daily, monthly, and year-end accounts payable functions in accordance with established fiscal procedures. This position works regularly with internal staff and external vendors of the Agency in order to maintain a current status of all agency payables and vendor W-9 files. This position serves a backup role for the Payroll Fiscal Specialist in their absence. This position is responsible for month-end vendor statement reconciliations. Year-end responsibilities for this position include the processing & filing of IRS 1099 forms and assisting other Fiscal Staff with annual audits or contract monitors by funders. The daily Cash Receipt process will be shared between this position and the Payroll Fiscal Specialist.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Cash Receipt responsibilities will be shared with Payroll Fiscal Specialist on a daily basis.
  2. Responsibility of receiving, organizing, and accurate entry of all Agency payables into the Accounts Payable (AP) module of the Agency's integrated accounting system.
  3. Reconcile month-end vendor statements against AP software records.
  4. Issues/maintains Agency fuel cards to staff while maintaining records of an active listing for each card type.
  5. Responsible for oversight of Agency-wide ordering of office supplies with preferred vendor.
  6. Ensures each Department turns in all monthly payables to ensure an accurate financial representation of the agency each month.
  7. Maintains vendor W-9 files and ensures the information is updated within the AP software system.
  8. Maintains a vendor liability & insurance listing for all contractors prior to payment.
  9. Processes weekly vendor payments for various check processing's, works with other Departments to ensure accuracy of the payment files for transfer.
  10. Prepares the Agency's deposits of cash & checks for deposit; takes cash deposits to the bank while processing all checks through Bank supplied check scanners for deposits.
  11. Monthly agency credit card reconciliation. Ensure all receipts have been turned in. Enter expenses as cash disbursements.
  12. Process yearly 1099's and reporting.