Title: AP/AR Specialist

Department: Finance Status: Non-Exempt; Full-Time

Location: Arlington Administration Headquarters

Schedule: Monday-Friday (8:30am-5:00pm)

Summary
The Accounts Payable/ Receivable Specialist will be part of the Finance Department and is responsible for supporting the operational needs of The People's Concern. This position will fully support the department by processing daily activities such as, accounts payable, accounts receivable, and other transactional accounting functions.

Essential Duties and Responsibilities

1. Review all invoices, petty cash, credit card expense forms, check requests, and cash receipt documents for appropriate documentation and approval.
2. Correctly enter all invoices and payments against accounts receivable in the accounting system. Prepare and process deposits including matching and reconciling payments to invoices.
3. Learn the organization's program coding and provide assistance and reference to other departments.
4. Contact employees and departmental supervisors for clarity on missing data.
5. Collect W-9 Forms and other applicable contracts related to new vendors for entry into the accounting system.
6. Allocate costs using the approved cost allocation plan schedules.
7. Assist with check reconciliations and monthly journal entries.
8. Make any coding revisions and obtain approvals as needed.
9. Act as liaison between vendors and the agency; answer all vendor inquiries.
10. Maintain all electronic and paper filing of AP and AR reports, spreadsheets, and files; including scanning and attaching invoices or deposits to accounting system transactions.
11. Assist in month end closing by ensuring all ordinary accounts payable, credit card payables, and cash receipts are entered in the accounting system.
12. Prepare analysis of accounts as requested; perform filing and copying as required.
13. Process check requests outside the normal accounting cycle as requested.
14. Assist with the annual audit and various funder and grant billing audits and any other necessary reports on organizational functions.
15. Prepare journal and post journal entries as necessary.
16. Assist in reconciling and maintaining petty cash accounts.
17. Assist with bank reconciliations.
18. Other duties as assigned.

Qualifications:

1. Bachelor's degree in accounting or business related field preferred; education requirements may be substituted with comparable work experience.
2. Experience working in a Finance Department and thorough understanding of Accounts Payable and Receivable functions and systems.
3. Experience in Non-profit accounting and with agencies preferred.
4. Ability to understand and apply funder and contractual compliance requirements.
5. Ability to perform mathematical and data processing tasks rapidly and accurately.
6. Ability to understand cost allocations and government grant requirements.
7. Experience with travel and expense processing, reporting, and credit card integration.
8. Basic understanding of accounting and financial systems best practices, and use of accounting software.
9. Computer skills with proficiency in Microsoft Office Software (Outlook, Work and Excel).
10. A self-starter, with ability to coordinate multiple projects/tasks at once.
11. Excellent verbal and written communication skills, and interpersonal skills.
12. Possess problem solving and conflict resolution skills and exercises professional judgement.
13. Flexible, adaptable, and capable of working in a fast paced, professional environment.
14. Maintain and execute confidential information using HIPAA standards
15. Covid-19 vaccinated and boosted or with a medical/religious exemption

WORK ENVIRONMENT

1. Office environment
2. Regularly required to sit, stand, bend; occasionally lift or carry up to 25 lbs.
3. On occasion walk or drive to different agency sites
4. May necessitate working in busy and loud environments
5. May be exposed to elements like cold, heat, dust, noise and odor
6. May need to bend, stoop, twist, and sit throughout the day

RESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEES

1. Maintain a safe work environment and confidentiality at all times
2. Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues
3. Organize and prioritize multiple activities to meet all external and internal deadlines
4. Maintain professional demeanor that reflects positively on the agency
5. Demonstrate respect and courtesy toward others
6. Able to thrive in a work environment emphasizing teamwork and collaboration
7. Respond within 48 hours to all requests.
8. Work with minimum supervision
9. Perform other duties as assigned