Accounts Payable Assistant

Job Title: Accounts Payable Assistant Status: Full-Time

FLSA Status: Non-Exempt Reports to: Accounts Payable Specialist

Department: Finance Revision: APA1124

POSITION SUMMARY:

The Accounts Payable Assistant is responsible for verifying and paying all invoices issued to YMCA of Southwest Florida and SKY Academy Charter Schools in a timely manner. This position performs the duties and responsibilities of the accounts payable functions that ensures accuracy of the financial system supporting both the YMCA and Charter Schools.

ESSENTIAL FUNCTIONS:

• Perform all aspects of the accounts payable function, such as entering invoices into the accounting software, managing the Purchase Order process, and matching existing purchase orders to invoices according to department policies and deadlines.
• Identify errors or discrepancies and resolve them before processing, such as verifying that there are at least two required approvals on each purchase request.
• Prepare and complete ACH transactions and web payments, and backup documentation.
• Reconcile accounts payable related accounts; and submit journal entry requests to the VP of Finance for adjustment to the general ledger.
• Research and resolve any outstanding balances on accounts, including telephone, mail, or email communications with vendors.
• Maintain electronic vendor files, including current years W9 and vendor liability insurance information.
• Assist in printing yearend forms 1099 and preparation for mailing.
• Complete monthly credit card reconciliation and file creation for import into accounting software.
• Provide accurate and effective document preparation and records management relative to the accounts payable function in accordance to record retention policies and laws.
• Assist in annual audit by preparing assigned reports or providing documentation as directed by supervisor.
• Verify that expenditures follow the policies of YMCA of Southwest Florida for purchasing and travel and record expenditures against the appropriate accounts.
• Identify improvements for effectiveness and efficiency of the accounts payable function, including new software, internal controls, new electronic payment technologies and customer service.
• Filing accounts payable documents and preparation for new year files.
• Will assist CFO with any administrative tasks when needed.
• Provide cross training to staff as directed by Supervisor per written accounts payable policies and procedures.
• Perform various departmental tasks in support of co-workers as workload and staffing levels dictate.
• Assist with special projects as requested.
• Display empathy and positive regard for others in written, verbal and non-verbal communications.
• Work effectively with department heads, department staff, and outside vendors by practicing punctuality, respect for deadlines, collaborative problem solving and honest communication.
• Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
• Maintain proficiency as needed and approved by attending training and reading job-related materials.
• Dress appropriately for a workplace with frequent customer service interaction.
• Meet all required standards of confidentiality and safety.
• Maintain work areas in a clean and orderly manner.
• Responsible for any other duties relevant to position as assigned by the Supervisor.

QUALIFICATIONS:

• Working knowledge of Accounts Payable functions.
• Requires intermediate computer literacy of word and spreadsheet software and recordkeeping and bookkeeping principles.
• Meet the Association’s policies on background screening.
• Must be meticulous with accurate data entry skills.
• Must have effective verbal and written communication skills.
• Must be able to learn YMCA software.
• Travel is expected throughout service area (estimated 10%).

CERTIFICATIONS AND TRAINING REQUIREMENTS:

• Requires high school diploma or equivalent and work experience preferred; or any satisfactory combination of experience and training which demonstrates the knowledge, skills, and abilities to perform the above duties.
• CPR and First Aid Certifications required.
• Completion of YMCA of the USA Child Abuse and Neglect class.
• Completion of the YMCA’s Blood Borne Pathogens training.
• Staff Safety Requirements/Cleaning Protocols.
• Additional training classes as recommended by Supervisor or required by HR.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit, communicate, reach, and manipulate objects, tools, or controls. Minimum physical exertion.
• Duties involve moving materials weighing up to ten pounds on a regular basis and up to twenty pounds on an occasional basis.
• Manual dexterity and coordination are required over 75% of the work period while operating equipment such as a computer keyboard, mouse, phone, and similar machines.
• The noise level in the work environment is typical of most office environments with telephones, personal interruptions, and background noises.
• On-site work environment required.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that may be required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.