Accounts Payable Bookkeeper

Job Description

POSITION SUMMARY

Ensures that CHA financial obligations are fulfilled in a timely manner by processing and paying properly authorized purchases expeditiously. Records payments in the appropriate general ledger account; ensures that liability accounts associated with accounts payable are reconciled, and that all adjustments are recorded to the general ledger.

This position keeps records of financial transactions for the Authority, using calculator and computer system. Verifies, allocates, and posts details of business transactions to appropriate accounts in journals or computer files from documents, such as sales slips, invoices, receipts, check stubs, and computer print-outs. Summarizes details in separate ledgers of computer files and transfers data to general ledger, using calculator or computer. Reconciles and balances accounts. May compile reports to show statistics, such as cash receipts and expenditures, accounts payable and receivable, profit and loss, and other items pertinent to operation of business. Completes records to or through trial balances.

Reviews all invoices for accuracy, compliance with the terms of the purchase order, available purchase order balances, correct and complete general ledger account coding, and payment approval. reconciles liability accounts associated with accounts payable ensure balances on AP lability accounts are accurate.


This position will review and update weekly aging report for management staff and will provide management with history, follow-up or other pertinent information including data leading up to the escalation of problem invoices. Reviews and processes travel requests and advances including arranging and finalizing travel plans for authorized travelers, ensuring business related travel is properly approved and in compliance with CHA travel policy.

This position interacts internally with CHA staff authority-wide regarding payment issues or concerns. Internal contacts include outside vendors to request and provide information regarding the status of invoices.

DUTIES AND RESPONSIBILITIES

• Processes and properly pays authorized purchases in a timely manner.
• Ensure payments are recorded in the appropriate general ledger account and that all liability accounts associated with accounts payable are reconciled and all adjustments recorded to the general ledger.
• Reviews invoices for accuracy, compliance with purchase order and payment approval.
• Processes travel requests and ensures the timely processing of settlements of travel related expenses; reviews travel settlement reports for accuracy and compliance with CHA travel policies. This also includes notifying employees of outstanding travel advances or taking necessary action when compliance to the travel policies is not met.

• Prepares monthly accrual journal vouchers for utilities; unrecorded invoices for the period or adjustments to general ledger account when required.
• Processes mileage reports and provides follow-up on insurance requirements to ensure employees are reimbursed for mileage associated with business related travel and within the mileage reimbursement requirements as stated in the travel policy.
• Verifies and completes review using the online banking system for lost or missing checks.
• Prepares documentation for payment void, stop and payment cancellation or reissuance.
• Provides customer service to internal and external customers that include providing payment information when needed; contacting user departments on invoice discrepancies and documentation or assisting in resolving invoice or purchase order issues.
• Verifies authorization signature on receiving and inspection documents and check requests to ensure payments have been properly authorized for payment.
• Reviews final disbursement registers to ensure correct remit to locations as well as appropriate disbursing bank account.
• Maintains historical records by scanning and filing documents for use as necessary by management, HUD reviews and independent auditors. This includes research of retained documents and request of boxes from storage.
• Creates and submits weekly reports to management.
• Participates in system testing when required.
• Opens, sorts and date received incoming mails and invoices for processing.
• Performs all other duties and projects as assigned.

QUALIFICATIONS

This position requires proficiency with 10-key adding machine, knowledge of HUD regulations, effective analytical and problem solving skills, and computer literacy. Knowledge of generally accepted accounting principles and the ability to effectively communicate and provide excellent customer service is required.

This position requires an Associate's Degree in Accounting, Finance or related discipline, a minimum of four (4) years of related work experience in Accounts Payable or an Accounting environment or the equivalent combination of training, education or related work experience.

BENEFITS AT-A-GLANCE

• Vacation, Sick and Personal, competitive PTO package
• Medical (HMO, PPO, and No employee cost High-Deductible PPO) Dental, Vision, and Life Insurance
• Short-Term and Long-Term Disability Insurance
• Long-Term Care Insurance
• Pet Insurance
• Parking Transit
• Prepaid Legal Services
• Brightstar 529 College Savings Plan
• Identity Theft Protection
• Hospital Indemnity Insurance
• Voluntary Critical Illness Insurance
• Deferred Compensation Plan: Empower 457/401(a) with a 3% employer match
• Pension Plan: CHA makes contributions on behalf of the employee, along with the employee's 3% contribution; 100% vesting occurs after 6 years of continuous employment or opt-out of CHA's Retirement Plan and continues to participate in the Municipal Employees Annuity and Benefit Fund of Chicago
• Hybrid work schedule (position specific) This position may be eligible for remote work following a successful completion of a 90-day probationary period according to CHA's established policies and procedures.

"Applications will be accepted for 30 days from the date of posting. However, the position may be closed at any point if a sufficient number of qualified applications are received."

Salary Range: $55,000 - 60,000

Grade: 60U

FLSA: Non-Exempt

Union: Yes