Accounts Payable Specialist

Accounts Payable Specialist

It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants.

The primary purpose of the position is to accurately and efficiently process vendor invoices and other liabilities in accordance with GAAP across multiple facilities. The position must be in compliance with internal controls and standard accounting processes. The accounts payable specialist makes payments according to due date obligations and cash flow under the direction and communication of the accounting manager. The accounts payable specialist is the primary liaison between the finance department and vendor payment communications.

Position Requirements - Qualifications and Education Requirements

High School Diploma with at least 24 years of accounts payable experience, associate degree in accounting preferred. Relevant professional certifications (e.g., Accounts Payable, Nonprofit Accounting, or ERP systems) are a plus. Must be able to speak and write the English language in an understandable manner. Experience in multi-facility, multi-entity, and a shared services environment. Attends and participates in continuing educational programs.

Skills and Job Requirements

Good public relations and organizational skills. Ability to work independently as well as in a team with a high degree of accuracy, accept responsibility, and follow through on assignments. Ability to respond quickly and well to unexpected situations. Strong problem solving, analytical, and multi-tasking skills. Possess strong verbal and written communication skills. Maintain confidentiality regarding information shared, received, and accessed in the finance office. Ability to comprehend and apply the Policies and Procedures outlined in the Carmelite Sisters Accounting Manual. Ability to operate standard office equipment including, but not limited to, the computer system and programs, telephone system, fax, copier, scanner, and calculator. Supports and articulates the mission and values of Carmelite Sisters of the Most Sacred Heart of Los Angeles. Demonstrates the mission through decision making and actions related to values established in the handbook. Has a neat appearance and dresses in a professional and modest manner in accordance with the handbook. Comply with all regulations of the Employee Handbook, Safety IIPP Manual and all other applicable employee and safety policies. Technical proficiencies required including accounting software and Microsoft suite, particularly excel. Proficient use of computers and vendor portals to ensure timely payment.

Duties and Responsibilities

Responsible to understand account codes, business units, and basic accounting concepts of expense and revenue matching as well as balance sheet concepts such as prepaid amounts and an amount that is a receivable to one corporation and a liability to another corporation as is the case of due to/from. For all corporations, ensure invoices are received with proper coding and approval by those authorized, performs follow up as needed on incomplete or outstanding documentation. For invoices requiring distribution to multiple departments and/or corporations, ensure allocation is current, notifying the accounting manager for any discrepancies. For all corporations, accurate and timely data entry of accounts payable invoices and check requests. Maximizes the use of the software to streamline accounts payable processing, enhancing the functionality by following up with learning modules and updates in the software. Timely prepares check register and accounts payable distributions, on an at least weekly basis per corporation (MCHM, ST, MM, SHRH, CS), ensures all backup of invoices are scanned into the system and available for review. Provides documentation for weekly cash flow reporting to administrators, may assist in weekly cash flow for corporations assigned. Prepare manual checks as needed and document in accounts payable. Produce monthly reports as requested. Reviewing accuracy of coding and amounts to prepare accruals for month end. Reconcile payments to vendor accounts, resolving invoice discrepancies in a timely manner. Maintains vendor and contract files. Corresponds with vendors and respond to inquiries. Promptly communicates with accountants and other appropriate personnel regarding critical vendors and government related issues. Manages accounts payable aging for all corporations, ensure that open accounts payable move to close or are deleted. For new vendors, collects and maintains tax information and requests vendor set-up with the proper documentation, specifically to meet 1099 guidelines. Maintains all credit cards transactions and monthly reconciliations, as assigned. Accurately maintains petty cash funds and templates monthly journal entry, as assigned. Assists in preparing JE templates for gift cards and other AP uploads to the accounting system. Responsible for processing 1099 timely and accurately, as assigned. May be cross trained to other accounting functions. Perform other functions as assigned by Manager.

Working Conditions

Sits and works on computers for extended periods. Subject to frequent interruptions. Subject to time constraints, prioritizing multiple tasks and deadlines to be met. Must be able to move intermittently throughout the workday. Must be able to cope with the mental and emotional stress of the position. Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met. Must function independently and have flexibility, personal integrity, and the ability to work effectively with residents, personnel, support agencies, and outside agencies. Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such a weight of a minimum distance of 50 feet. Must be able to sit for extended periods engaged in desk and/or computer work. Must have hand and wrist coordination for data entry input.

Full-Time/Part-Time - Full-Time

Salary Range - $24.00-$34.34

Location - Carmelite Sisters of the Most Sacred Heart of Los Angeles

The Carmelite Sisters of the Most Sacred Heart of Los Angeles celebrate 90 years of service to the Los Angeles Archdiocese through apostolic works in health care, education and spiritual retreats.