The accounts payable specialist performs critical job duties that ensure vendors get paid for services and products rendered to the 9/11 Memorial & Museum. The incumbent assists the accounts payable supervisor in auditing, maintaining, and processing all accounts payable records and statements; keeps up-to-date, accurate financial records; and reconciles vendor payables and distributed checks.
Reviews all invoices and check requests for accuracy and ensures approvals received by authorized individual prior to preparing and issuing checks/Electronic Fund Transfers (EFT) for payment
Produces checks and EFT’s as payments to vendors
Reviews correct coding and authorization as well as sufficient contracts and documentation are received before payment are made
Verifies the accuracy of vendor invoices and confirms that the correct general ledger account codes are used
Manages company’s purchasing cards, payments, and reconciliation of payments to invoices
Audits employees’ expense reports to ensure compliance
Develops, implements, improves, and enforces policies and department controls to increase accuracy and efficiency before reimbursements are granted
Reconciles the AP Subledger to the General Ledger system
Reviews expense accruals and prepayments with the staff accountant and assists in preparing month-end and year-end journal entries
Sets up vendors in the accounting and Ovation travel systems
Assists all departments with their requests for reports related to budget versus actual expenditures
Processes the 1099 tax filings at year end
Builds and maintains positive relationships with employees and vendors
Assists the Finance Department with scheduling, logistics, and preparing materials for quarterly Board of
Directors’ Committee meetings (Audit and Finance & Investment). Collaborates with the President’s Office on the preparation of materials for Board and Committee meetings, as needed.
Provides other administrative support to the Finance Department, as needed
Manages timekeeping activities for the Finance Department
Performs other duties, as requested
Participates in the annual 9/11 Memorial & Museum 5K Run/Walk and Community Day and September 11 commemoration ceremony, as assigned
Assists with other special projects and events in support of all 9/11 Memorial & Museum, as assigned
Minimum 2–3 years of accounts payable experience
Bachelor’s degree in accounting or other business concentration preferred
Experience in Microsoft Excel, PowerPoint, and Word, knowledge of databases as well as familiarity with Blackbaud’s Financial Edge required
Strong organizational and detail-oriented skills and the ability to adhere to deadlines
Ability to work independently and as part of a team
Excellent verbal, written, and interpersonal communication skills
Strong problem-solving skills and strong work ethic
Good written and oral communications skills
Proven ability to multitask in a busy office environment
This job description is a descriptive list of the responsibilities and qualifications associated with this position and are not intended to be all inclusive. Employees are expected to also perform other business-related duties as assigned by the supervisor or other management.
The organization reserves the right to change, modify, or reassign job responsibilities, duties and scheduled work hours as per business needs.
This document is a communication tool and not intended as a written or implied contract of employment.