Lead Associate, Accounts Payable Specialist

4 weeks ago

Lexington, Kentucky, United States Save the Children Full time
Job Summary

The Lead Associate, Accounts Payable will serve as the primary point of contact for an assigned business line, representing half of the organization-wide AP portfolio. This role requires providing guidance to internal staff, payment requestors, budget holder payment approvers, buyers, and vendors. The successful candidate will maintain a working knowledge of external regulatory requirements to ensure compliance with GAAP, IRS requirements, state sales and use tax requirements, as well as organization-wide policies, procedures, and processes impacting AP.

Key Responsibilities
  • Employee Payable Process Execution and Invoice Processing (100%):
    • Manage employee payables, ensuring accuracy and adherence to company policies.
    • Verify and reconcile expense claims, receipts, and supporting documentation.
    • Ensure timely and accurate payments to employees for approved expenses.
    • Address and resolve any issues or discrepancies related to employee payables.
    • Maintain and update employee payables records related to seconded employees.
    • Collaborate with internal stakeholders, including Building Operations, P&C, and legal teams, to ensure alignment and adherence to company policies.
    • Foster positive relationships with employees, managers, and other stakeholders to facilitate effective expense management and compliance.
  • Travel Compliance:
    • Monitor and enforce compliance with travel policies, including reviewing and approving expense claims and travel advance requests.
    • Conduct regular audits of travel expenses to ensure adherence to policy and identify any fraudulent or non-compliant activities.
    • Provide guidance and training to employees on expense reimbursement and advances, and travel policies and procedures.
    • Follow up with employees on uncleared advances and ensure repayment plans are in place.
    • Analyze fleet and gas card invoices for accurate coding and ensure timely processing.
    • Partner with Building Operations team in reviewing and reconciling Atlas travel card transactions to ensure complete and accurate coding allocations and that they match with Wells Fargo credit card reporting.
  • Reconciliation, Reporting, and Analysis:
    • Perform PEX cash card reconciliation.
    • Perform account reconciliation for assigned balance sheet accounts.
    • Perform intercompany entries between the three entities.
    • Perform sales tax analysis, prepare journal entries, and reporting schedules, and remit to state agencies.
    • Prepare reclassification journal entries for labor and non-labor transactions, validate journal entries before posting.
  • Accounts Payable:
    • Monitor receipt of invoices in Agresso, AP ServiceNow Helpdesk, and the AP OCR Mailbox, ensuring timely processing by reviewing based on priority and monitoring ticket quality, complexity, and aging. Also, ensure that requirements are met for weekly payment run, month-end, and year-end close.
    • Register invoices for organization-wide and/or high-complexity vendors and ensure accounting and budget holder reviews are completed.
    • Reconcile vendor statements and communicate results to vendors and internal staff to ensure timely payment processing against vendor payment terms.
Requirements
  • Minimum of a High School Diploma or equivalent, plus at least 3 years of relevant experience.
  • Demonstrated experience utilizing financial software to process accounts payable.
  • Demonstrated experience in employee payables, expense management, or travel compliance.
  • Familiarity with relevant regulations and compliance requirements, including tax implications and travel expense regulations.
  • Analytical mindset with the ability to analyze data, identify trends, and generate meaningful reports.
  • Demonstrated data management and compilation skills using Excel and formulas.
  • Demonstrated ability to maintain strict confidentiality and the utmost of integrity.
  • Professional proficiency in MS Office suite.
  • Professional proficiency in spoken and written English.
Preferred Qualifications
  • Experience processing high-volume accounts payable.
  • Experience as a non-supervisory process lead.
  • Non-profit/fund accounting/finance or cost accounting/manufacturing experience.
  • Experience implementing accounts payable using a fully integrated procure-to-pay system.

Save the Children offers a competitive salary range for this position, dependent on candidate location. The salary ranges listed above are for US-based candidates. For candidates located outside of the US, salary ranges will be based on the salary scales of the local employer of record. Actual base salary may vary based upon, but not limited to, relevant experience, base salary of internal peers, business sector, and geographic location. Employee may be eligible for an incentive program. Save the Children US also offers outstanding benefits that include health, dental, vision, and life insurances, short-term and long-term disability coverage, an Employee Assistance Program, a retirement savings plan with employer contribution, paid vacation leave, safety & wellness leave, family leave, parental/adoption leave, caregiver leave, and much more.

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn, and protection from harm. We do whatever it takes for children - every day and in times of crisis - transforming their lives and the future we share. Our work for children and their families requires that we commit-at every opportunity-to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form-in our employment practices, amongst our staff, in our leadership, or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging. Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support, and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

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