DEPARTMENT: Finance and Operations

CLASSIFICATION: Hourly, Full Time

Position Summary

The Accounts Payable Specialist/Accounting Clerk is responsible for accounts payable and payroll processing. This position supports the organization by maintaining the accounts payable cycle by providing financial and administrative support.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Review AP requisition entries to verify invoice amounts, due dates for timely processing, accounting codes, proper backup documentation and eligibility for payment including coordinating the flow of recurring monthly and quarterly operational vendor invoices.
• Maintain, reconcile, and record internal credit card transactions monthly and work closely with cardholders to ensure complete and accurate records.
• Coordinate and process the bi-weekly payroll in conjunction with Human Resources, including monitoring timesheets and PTO requests in the payroll system. Review and verify employee set up, change requests and termination data.
• Process disbursement of organization’s electronic payments including obtaining proper approval, per organization policy and procedures. Utilize the organization’s bank’s positive pay, integrated payables, or file upload/verification processes.
• Facilitate vendor relationships including collection and verification of vendor records validation of identification and banking data and assists with resolving vendor inquiries in a professional manner.
• Coordinates stale check research, system void, and reissue process. Administer annual unclaimed property process according to organization and State guidelines.
• Monitor bank balances on a daily basis and identify items returned for insufficient funds.
• Process IRS Forms 1099 and 1096 ensuring accuracy of vendor records.
• Monitor the finance department’s email for invoices and other related accounts payable activities.
• Ensure proper maintenance, filing, and storage of records for audit purposes.
• Assist with Annual Budget and Annual Audit as well as other high-priority projects within the department.
• Assist with the organization’s disaster response efforts.
  Perform other duties or projects as assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent with accounting experience, Associate degree in accounting preferred
• Nonprofit experience in finance/accounting department desired
• Good communications skills
• Computer literate with excellent MS Office skills and use of accounting software
• Two years of accounting or related experience

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.

United Way of Palm Beach County is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.