Accounts Payable Specialist

The Accounts Payable Specialist is responsible for verifying proper payment approval, processing payments accurately in a timely manner, and ensuring that discounts are taken when available. The Accounts Payable Specialist reports directly to the Accounting Supervisor/Manager and may assist with other duties as necessary.

• Associate Degree in Business, Accounting, Finance, or a related field from an accredited college or university, or an equivalent combination of education and experience. Substantial experience can be taken into consideration in looking at education requirements.
• Minimum of two years of professional experience in a business setting.
• Knowledge of non-profit agency operations, functions, and non-profit accounting practices preferred.
  • Ability to maintain records and files properly and in a timely manner.
• Must be detailed-oriented and acquire excellent organization skills.
• Proficient in Microsoft Office products, specifically Excel and Word.
• Ability to work with tight deadlines and perform high volumes of invoices.
• Knowledge of computer systems and relevant software.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently or as a team and execute good judgment.
• Ability to process confidential and sensitive information.
• Successful completion of initial and on-going employment screens, including, but not limited to criminal background, sex offender, drug screen, OIG, valid Michigan driver’s license, abuse and neglect and vehicle record check as required.

• Match invoices, expense reports and procurement card statements to authorizations and proofs of receipt.
• Obtain payment approvals for all program specific invoices timely and accurately prior to posting on the accounting software.
• Process invoices, expense reports and procurement card payments and enter into accounting software with proper coding.
• Process check, credit card, and ACH payments of invoices and expense reports weekly based on approved aging reports or as urgently necessary including issue positive pay data to the bank.
• Set up new vendors, communicate with vendors, reconcile vendor requests or statements and resolve any payment discrepancies.
• Assist supervisor in providing guidance/training to staff in adhering to the accounting policies and procedures.
• Issue stop payments and void checks, process reports for approval.
• Incorporate all applicable discounts or credits into payments made, assist in negotiating payments terms with vendors.
• Prepare and send out 1099, 1096 and annual child welfare payment letters timely.
• Obtain and monitor W-9 form submissions.
• Prepare monthly payment check registers and reconcile entered invoices with bill analysis report.
• Maintain paper and electronic filing and record retention system for accounts payable including check and invoices, ACH banking information files, and other records as required.
• Update the vendor master file and recurring expenses as necessary.
• Perform other related projects and duties as assigned.
• Adhere to the Mission, Values and Vision of CCSEM and the values and teachings of the Catholic Church.

This job operates in a professional office environment. This role routinely uses standard office equipment. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This is an on-site and full-time, non-exempt hourly position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. This position regularly requires long hours and may include evening and weekend obligations.

If you are interested in this position, please forward your resume and cover letter to naidoos.