Accounts Payable, Support Specialist
Accounts Payable, Support Specialist
Summary: The Arc of Union County Inc. is a leading provider of Person Centered services to individuals with intellectual and developmental disabilities through various services and programming. Under the direction of the Director, Finance or designee, Support Specialist, Finance Accounts Payable is responsible for all activities related to the accounts payable function. The incumbent is responsible for the financial processing of transactions for the agency including daily bookkeeping and record keeping, financial reporting and the preparation of records for financial audits. The incumbent performs accounting and clerical duties related to the efficient upkeep and processing of accounts payable transactions. The incumbent will interface with directors, external vendors as well as with auditors etc.
The incumbent will fully participate in preparation for the annual agency audit.
This position requires completion of DDD System Mandatory Training Bundle within 90 days of hire, DDD and Agency Orientations, other designated trainings and a minimum of 12 Hours of Professional Development completed annually.
This is an exempt position and the incumbent reports to the Director, Finance.
This position requires that information related to service recipient, employee, program operations is handled, channeled, managed and delivered professionally to the appropriate and right personnel or party consistent with agency and department policy.
Skills: Proficiency in Windows software. Ability to use a financial software. Data entry skills, General math skills. Strong attention to detail, accuracy and highly organized. Self-starter with ability to take initiative and produce strategic solutions. Ability to work with generally accepted accounting procedures, balance sheets, profit/loss statements, and mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations. Ability to recognize, evaluate, solve problems, and correct errors, and to develop processes that eliminate redundancy. Must be detail oriented, conscientious and able to follow through. Ability to conceptualize workflow, develop plans, and implement appropriate actions.
Qualifications: Bachelor’s Degree in accounting, finance, Business Administration, or related field. Three or more years’ experience of accounts payable function or general accounting experience or knowledge of accounts payable. Knowledge of relevant accounting software.
Proficiency in data entry and management. Knowledgeable of industry-specific policies including DDD, CMS, HUD, HIPAA regulations. Excellent written communication and team building skills. Ability to solve issues and direct numerous and varied department operations simultaneously. Demonstrate ability to manage information effectively. Strong conceptual and computer skills required. Demonstrate ability to thrive and perform in an ever-changing, fast paced and demanding environment. Must be 21 years of age or older. Must have a valid New Jersey driver’s license and abstract (not to exceed 5 points), and ability to meet agency insurability requirements. Complete State/Federal Criminal Background checks and Central Registry checks.
Salary: $55,000- $60,000 commensurate with experience
Major Position Responsibilities
Follow the agency Administration and Internal Controls policy with respect to procurement, payment, issuing of credit cards etc. provisions and protocols.
Review bill details to ensure that the bill includes vendor name, authorization, date and verified and matching requirements to the purchase order.
Compare purchase orders, prices, terms of payment and other charges.
Verify vendor invoices and adjustments for accurate account coding and amount due.
Match invoices with open purchase orders and delivery receipts to insure receipt of goods ordered at contracted price.
Assess/analyze billing statements for collections written and verbal correspondence. Ensure accurate coding of invoices and allocation to appropriate departments.
Ensure accurate and timely input of all vendor invoices/vouchers to the general ledger system. Update Ledger accounts based on the received bills and an expense entry as required.
Establish and maintain an effective system for monitoring all invoices due for payment.
Process and ensure timely payment on any bill, as agreed upon between vendors and the agency. Ascertain required documents and verify before processing payment.
Flagg and clarify any unusual or questionable invoice items, prices etc. Research invoice discrepancies, issues and inform next level supervisor. Select, prepare payment schedule for review and perform check runs.
Provide and scrutinize details entered on the check, vendor bank account details, payment vouchers, the original bill and purchase order.
Pay vendors by verifying entity or governmental ID numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
Pay employees by verifying expense reports and requests for advances.
Payments
Assure all purchase transaction documents meeting agency acceptable criteria constituting either:
- Requisition, Invoice, and Receipt.
- Requisition, Invoice, and Delivery slip.
- Requisition, Proposal, and Receipt.
- Proposal, Work Order Ticket, Requisition, and Receipt.
- A work Order Ticket with estimated cost, Requisition and Receipt.
- A signed Contract and service delivery slip.
The purchase transaction document must feature validation signatures by respective recipient Program’s Assistant Directors, Director and Executive designee on either of document submitted.
Assure that all receipts, invoices, proposals, work order tickets, are accompanied by Work Order-Purchasing Order Requisition Pre-authorization Request Reconciliation Form signed and approved all levels of management as required before recording entry and/or processing payment.
Assure fulfillment of agency policy for signatory on all accounts payable checks issued. Pay bills in a timely and accurate manner while adhering to departmental procedures.
Audit and reconcile charge account bill statements vs Requisitions/Receipts monthly or frequently.
Reinforce agency practice that check payment is the primary method of payment for service or purchases approved by the agency.
Assure that any emergency payments by phone or wire transfer requires written approval and authorization by the Director, Finance Services, and by the Associate Executive Director, Operations on the agency “Emergency Wire Transfer Authorization Form” expedited electronically through Adobe Sign or Doc Sign.
Assure compliance with prohibited use of credit card for standard cycling or rotation bills payments in place of Accounts Payable
Maintain inventory of all agency cards and availability for review at all times.
Assure that before processing any payment; obtain written approval from the Director of Finance Services and authorization by the Associate Executive Director, Operations.
Follow policy not to schedule items for payments unless they meet agency policy and procurement requirements. Forward invoice, receipt or bill statement without proper Program review and signed Purchasing Order/Work Order Requisition Preauthorization
Request/Reconciliation Form, a General Ledger Purchase Order (PO) or Web Help Desk to the respective Program Director approval by program management team for proper review and endorsement.
Complete payments and control expenses by receiving, processing, verifying, and reconciling invoices.
Prepare and file all duplicate checks with related documentation by vendor or as otherwise assigned.
Maintain accounting ledgers by verifying and posting transactions to journals, ledgers and other records.
Verify vendor accounts by reconciling monthly statements and related transactions. Disburse petty cash by recording entry and verifying documentation.
Issue stop payments or purchase order amendments.
Reconcile accounts payable transactions by verifying entries and comparing system reports to balances.
Reconcile all major vendor accounts on a monthly basis to include resolution of discrepancies with appropriate parties.
Charge expenses to accounts and departments with careful analysis of invoice/expense reports; recording entries.
Track expenses, process expense reports and prepare analysis of accounts.
Perform accounting duties such as account maintenance, recording entries and reconciling books of accounts.
Obtain, at time of vendor setup, all required documentation from vendors including but not limited to completed W9 forms, current certificate of liability insurance and where appropriate, workers compensation insurance to include carrier name, date(s) of in-force insurance, limits of coverage and any other information deemed necessary.
Prepare, produce and mail vendor 1096/1099 forms within prescribed due dates.
Maintain all accounts payable files, historical records including vendor files cataloging and filing documents.
Ensure that all finance department records are maintained in compliance with applicable records retention policies and procedures.
Monitor and safeguard agency property and funds.
Prepare and provide supporting documentation for audits.
Maintain a thorough understanding of the financial reporting and general ledger structure. Maintain bookkeeping database, spreadsheets, and update information as needed.
Facilitate accurate and timely reporting of financial information for areas of responsibility. Ensure the timely reporting of all monthly financial information.
Facilitate monthly reconciliation of assigned bank accounts with the General Ledger and make necessary adjustments or corrections as needed.
Maintain the accuracy of the Therap interface with the General Ledger, investigate, and resolve any variances.
Responsible for the maintenance and accuracy of the billing journal entries including accounts receivable, identify discrepancies and support with reconciliation.
Follow established procedures for processing payments etc. Assist with month-end closing.
Create reports and balance sheets that document overall profits and losses and distribute to operations management as directed.
Collect data, prepare maintain periodic metrics, reports, carry out analysis and present to the management on regular basis as required.
Provide back up support to Payroll Function. Support budget and forecasting activities.
Provide cross training to new and existing staff as needed.
Complete all trainings as designated and attend professional development workshops as directed.
Develop and maintain a thorough and up-to-date knowledge of applicable computer skills as well as all software packages and applications used in all finance functions.
Manage accounts payable using accounting software and other programs.
Provide functional support to other finance areas including special projects as needed to assure accurate and timely completion of all attendant responsibilities.
Identify protocols that needs update in the accounts payable processes of the organization and present proposal to the Assistant Executive Director, Finance Services for review.
Correspond with vendors and respond to inquiries, establish and maintain relationships with new and existing vendors.
Perform duties according to the methods, manner and spirit of the ideals of the field of Human Services and within profession/job specific guidelines, including wearing appropriate attire, being a role model for staff, service recipients etc.
Must fully cooperate with all investigations, inspections, etc. internally and externally including full cooperation with the Department of Human Services, the Division of Developmental Disabilities, or any other duly authorized person regarding the care and service given to individuals’ served by this Agency.
The Arc of Union County, Inc. is contracted with the New Jersey Department of Human Services to provide and facilitate essential personal care and health promotion services to individuals with disabilities and other comorbid conditions. As an essential employee, you are required to adhere to your assigned operations work schedule and/or as directed by upper management.
ADA Expectations
This position requires an employee to perform duties in an indoor and or outside setting where exposure to weather elements, dirt, and dust, unpleasant smells, and/or loud noises are possible including occasional temperature fluctuations depending on the climate/season/weather.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: The physical demands for this position must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee may be regularly required to maintain a stationary position (standing and sitting), move/traverse, kneel, bend, reach with hands and arms for extended periods of time, twist, carry, lift up to 35 pounds, Agility with wrist and finger dexterity to access, key and sort electronic information or file documents, ability to view computer and/or electronic device for extended period and other physical duties as directed by your supervisor and/or Director.
The Arc of Union County will reasonably accommodate qualified individuals with a disability so that they can perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to The Arc of Union County.
The Arc of Union County is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or protected veteran status and will not be discriminated against due to a disability.
Work Environment – The agency offers safety trainings such as Universal Precautions/Infectious diseases, COVID-19 Education and Safety Practices among others to promote a safe environment for all employees and service recipients including visitors. Personal Protective Equipment's and necessary supplies such as disinfectants are supplied to all employees free or charge. Each employee is responsible to complete offered trainings and implement the health and safety protocols and mitigation practices consistently.
The agency may assign employees to any duties and to any work site it deems necessary in its sole discretion.