Accounts Payable/Receivable Specialist

AP/AR Specialist

Under general supervision of the CFO and Development Director, the AP/AR Specialist is responsible for assisting with the accounting and development needs of the organization. These include, but are not limited to, processing accounts payable and accounts receivables, recording bank deposits and journal entries into the accounting system, donation processing, database management, reporting and account reconciliations. This position reports to the Chief Financial Officer while maintaining the highest standards of accuracy, timeliness, and compliance.

Essential Functions:

1. Demonstrates a commitment to the mission and values of the facility to preserve the dignity and confidentiality of every person through courteous behavior and respectful communications with all patients, Kairos members, co-workers, volunteers and visitors.

2. Accounting - Accounts Payable

• Process vendor payments using QuickBooks and Bill.com, ensuring timely and accurate payment of vendor invoices
• Maintains and updates the Vendor Module of QuickBooks, reconciles all discrepancies between Bill.com and QuickBooks.
• Maintains and update Bill.com application for invoice processing and credit card processing.
• Handle vendor communications, resolve any billing disputes. Maintain vendor files including portal logins, passwords, W-9's, contracts, quotes, bids, payment schedules, etc.
• Audit incoming invoices and other payment requests for appropriate coding, and authorizations, routing as appropriate
• Assist in educating employees and managers on policies and procedures relating to disbursements
• Review credit card reports and petty cash replenishments requests for accuracy, completeness, and process
• Prepare utility expense spreadsheets monthly to track utility expenses for submission to granting agencies
• Maintain vendor payment plans/contract payments for large scale projects

3. Accounting/Development - Accounts Receivable

• Record bank deposits in QuickBooks. Assist in monthly reconciliation between accounting and development systems
• Prepare monthly grant invoices
• Donation processing and maintenance in CRM database and scanning donation files
• Generate internal and external reports from CRM database and accounting systems as needed.
• Assist in resolving discrepancies and irregularities.
• Track and value in-kind donations. Prepare and enter monthly journal entries.
• Maintains record of donations with scanned copies of checks and donation information to secure folder on shared drive
• Coordinates credit card donations entering data into credit card software client and ensuring that monthly recurring donations occur as scheduled
• Ensures database hygiene: updates with new addresses, name changes, and requests to be added or removed; maintains stylistic consistency
• Processes special reports as requested

4. Accounting General

• Enter Petty Cash transactions into QuickBooks and do a spot check count and reconcile monthly.
• Assist with Bank Reconciliations

5. Development General

• Serves as main contact for Christ House donors regarding customer service inquires (i.e. account statements, credit card transactions, etc.)
• Edit and collect information/materials for grant submissions
• Compile statistics on acquisitions and other historical data as needed

6. Administration/Other Responsibilities

• Participate in internal and external meetings as assigned
• Provide front desk lunch coverage one time per week
• Assist with special projects as needed
• Other duties as assigned

Requirements

1. Education:

• BA in finance, accounting, or related field or an equivalent combination of training and experience

2. Experience:

• 1-3 Years of experience in accounting
• Experience with QuickBooks, Bill.com, CRM database and Excel is required

3. Skills:

• Basic understanding of GAAP and IRS regulations
• Extremely detail oriented and organized and able to work independently and accurately under general supervision
• Technology and accounting systems savvy
• Excellent verbal and written communication skills that are tactful and diplomatic
• Ability to work under pressure in a fast-paced environment, able to prioritize and respond to change
• Able to respond effectively to telephone, email and in-person inquiries
• Knowledge of basic Microsoft Office programs
• Handles documents on a variety of topics of a highly sensitive nature and maintains confidentiality regarding all documents and information received by or in the possession of the employee
• Self-starter and problem solver with an can-do attitude