Accounts Payable Specialist

SUMMARY : Reporting directly to the Director of Finance and indirectly to the Controller who has oversight of all accounting, tax reporting and compliance, the Accounts Payable Specialist is responsible for all Accounts Payable functions and duties and selected reconciliations and account receivable duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Accounts Payable Responsible for all aspects of Accounts Payable Gather and verify all paperwork and signed purchase orders/approved invoices; communicate as necessary with vendors and faculty and staff, prepare checks, ensure bills are paid in timely fashion. Maintain vendor files (both electronic and physical). Responsible for keeping current W-9s, e-filing of contracts and insurance certificates from vendors and event participants. Issue 1099 forms to appropriate vendors and IRS at the end of the year. Perform expense distribution calculations as required for invoices with 2 or more accounts. This would include the complex distributions for benefit allocations including necessary adjustments in GL. Petty Cash Manager. Prepare wire transfers and ACH disbursements for submission to bank and complete posting in GL. Respond to inquiries, give appropriate directions and provide customer service to those visiting the A/P office, including Parent Association members needing assistance in preparing PA Check Requests and preparing PA budget reports. Prepare and fax monthly DE 542 Report of Independent Contractors reporting to state of California Respond to inquiries, give appropriate directions, and provide customer service to those visiting the office. Responsible for Use tax control and Sales & Use tax monthly pre-payments and quarterly payments. Enrollment and other Business Office Support Duties Prepare annual enrollment contracts in software for all configurations of contracts Assign and generate contracts to students Reconcile Tuition Management data to School database Point of contact with parents for enrollment contract questions, concerns, passwords and TRP questions Manage all new enrollments Tuition Management. Create billing and discount codes. Coordinate, receive, verify, and maintain enrollment contracts, payment plan selections, financial aid awards and required ACH agreements in current software. Prepare reconciliations and reports as requested by Director of Finance or Controller. Draft adjusting and correcting journal entries identified through the reconciliation process. Manage storage of all Business Office physical files. Perform all other duties as necessary and as requested. Maintain the confidentiality of sensitive financial and other data. QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty to the satisfaction of the administration. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. EDUCATION AND EXPERIENCE: Minimum work experience of at least three years in related field is required. INTERPERSONAL SKILLS: Collaborative nature, positive disposition, patience, sensitivity, flexibility, non-defensiveness, honesty, personal integrity, friendliness, fairness, openness, and enthusiasm. A tolerance for interruptions is necessary. LANGUAGE SKILLS: Ability to read, analyze and interpret written documents, and compose clear written and verbal communications. Proficiency in Spanish is a plus. TECHNOLOGY SKILLS: Ability to use computer technology to input and process data. High level of proficiency with Microsoft Excel and Google Suite is required. REASONING ABILITY: Ability to solve practical problems and apply common sense when dealing with everyday and emergency situations. Ability to interpret a variety of instructions and multi-task. PHYSICAL REQUIREMENTS: The physical demands described herein are representative of those that must be met by office personnel to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the functions of this job, the employee is regularly required to talk and hear. The employee is required to stand, walk, sit, use hands. WORK ENVIRONMENT: The work environment characteristics described herein are representative of those encountered while performing the essential job functions. The noise level in the work environment varies from quiet to moderate to noisy. Job Posted by ApplicantPro