Accounts Payable Specialist

Overview

At Marin Community Foundation, we are committed to fostering a culture of Equity, Innovation, Impact, Transparency, Collaboration, and Joy. We believe that these values are integral to our success as an organization and guide everything we do, from our strategic initiatives to our daily interactions with colleagues and invested parties. As a team, we strive to create positive change in the world while maintaining an inclusive and supportive work environment where everyone can thrive.

The Accounts Payable Specialist supports the finance department in all functions related to the accounts payable function of the Foundation

The Accounts Payable Specialist reports to the Controller.

• Administer accounts payable process, including invoice coding, data entry, voiding checks, positive pay, check distribution for signature, mailing of checks, ACH entry for online invoice payment, and resolving any invoice discrepancies or payment issues.
• Ensure all new contracts adhere to MCF policies by obtaining the necessary approvals and saving/updating the contracts in the accounting software as they occur.
• Adminiter credit card program in accordance with established policies. This includes ordering and canceling credit cards, reconciling receipts, paying monthly billings, and communicating with the credit card company to resolve any billing disputes.
• Manage online expense reporting. This includes managing user accounts, training users, approving and paying expense reports, and downloading/inputting transaction activity into the accounting system.
• Ensure W-9's are on file for all vendors and collects a W-9 prior to payment for new vendors. Analyzes accounts payable at year-end for all vendors that will require a 1099, prepares, and transmits 1099's.
• Maintain the fixed asset register and prepare monthly fixed asset reconciliations.
• Prepare and input journal entries including expense accruals, prepaid expenses, fixed asset entries, and other miscellaneous entries as necessary.
• Prepare 571-l property tax filings on an annual basis.
• Reconcile various balance sheet accounts to ensure proper revenue and expense recognition.
• Prepare manual checks as needed for payments.
• Review online banking activity daily to ensure all credits are accounted for and ACH returns are printed and reported to the Grants Managers
• Reconcile actual administrative expenses to budget on a monthly, quarterly, and annual basis, as necessary. Serve as a primary point of contact for departments on questions related to administrative expense transactions.
• Assist in the administrative budgeting process for operating expenses.
• Serve as a primary point of contact for supporting organization staff, where MCF provides accounts payable services.
• In partnership with the Controller, offer recommendations for technology enhancements and process improvements related to Accounts Payable process.
• Assist in annual audit and tax return preparation for MCF and its supporting organizations.
• Submit monthly excise tax returns for investment properties and submit annual return.
• Maintain current knowledge of organizational policies and procedures, federal and state policies and directives, and current accounting standards.

• Two or more years of relevant experience, preferably in a multi-organization setting, with private or community foundation experience being beneficial.
• Proficiency in accurately completing detailed financial reports, calculating figures and amounts, and analyzing statistical and financial data.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint), Concur, and the ability to effectively learn and utilize additional technology systems used by MCF.
• Meticulous attention to detail, ensuring precision and timelines in all aspects of work.
• Excellent organizational and prioritization skills, efficiently managing daily tasks, and long-term assignments.
• Excellent customer service and communication skills.
• High degree of professionalism, judgement, and flexibility, enabling effective collaboration with clients and colleagues.
• Excellent interpersonal skills with the ability…