Leads and directs the work of the accounts payable team and serve as the contact person for all issues related to the Account Payable.
Maintain AP system accurately and completely within the software including the efficient and complete maintenance of vendor files on an ongoing basis. Verify and maintain information, files, and journals.
Provide accounting research and analysis for certain accounts of the general ledger.
Conduct research and analysis on invoice payment and delay issues related to receiving invoices or other items.
Work with managers to educate them on proper coding and timely submission of invoices and related documents.
Correct any miscoding as necessary.
Recurring operational responsibility:
Conduct weekly disbursement process representing an average of $350k/week in disbursements involving the unique combination of; one of a possible 600 vendors, and one of a possible 50 different cost centers and one of a possible 22 different bank accounts.
Weekly process and distribute checks to all parties.
Ensure monthly, quarterly, and annual recurring payments are completed in a timely manner.
Support the monthly reconciliation and analysis of the sub-ledger AP system and the associated general ledger balances.
Monitor and resolve all items over 60 days on the AP Aging report.
Review cost charging information on check requests and monthly P-card charges.
Maintain and improve the use of the P-card online system and ensure compliance of all cardholders.
Analyze and post all P-card transactions for more than 50 cost centers.
Independently interact with internal and external parties to creatively solve problems through issue analysis and data research. Propose solutions to manager and 3rd parties in conformance with department policies.
Prepare all required AP reports, such as, weekly AP aging, Check run, 1099 tax reporting, and other.
Prioritize daily and weekly work assignment to ensure compliance with departmental schedules, mandated reporting requirements, and good business practices.
Participate in annual budget process primarily related to cash distributions and management fees.
Forecast and analyze monthly cash requirements.
Act as backup for bi-weekly payroll processing.
Updates job knowledge by participating in educational opportunities and reading professional publications.
Prepare all 1099 forms and review all related documents to ensure all items are accounted for and reported properly and timely.
Maintain the new vendor approval process.
Compile and maintain a signature approval database.
Researching, reporting, and filing of all unclaimed property.
Assist in the compilation of RFP data.
Look for ways to improve purchasing function.
Participates in appropriate organizational planning and evaluation.