Position Summary: The Head of Accounts Payable position is primarily responsible for all Accounts Payable functions, including but not limited to the entry of accounts payable invoices, timely processing of vendor payments, reconciliations to monthly statements, and maintenance of vendor files. The Staff Accountant also assists with Capital project reporting, and other general accounting duties and projects as assigned.
Essential Functions:
· Receives invoices from all departments, and ensures proper approval and coding following club policy; verifies appropriate invoice backup attached as required.
· Processes and posts all invoices timely and accurately to the Jonas Encore Accounting system. Ensures all applicable vendor discounts are appropriately applied.
· Manages invoices and credit memos to assure no incorrect charges are paid. Requests refunds from vendors when necessary.
·Reconciliation of monthly vendor statements and credit memos, following up to ensure all variances resolved monthly and no invoices or credits have been missed.
·Prepares weekly payments for disbursement, and additional payments as necessary.
·Prepares voucher packages for approval to issue payment with applicable invoices and backup documentation attached.
·Files check vouchers and invoices after processing.
·Communicates with department managers and vendors regarding statement reconciliation, outstanding invoices, and other payable issues.
·Reconciliation of monthly credit card statements.
·Assists CFO/Assistant Controller in tracking of invoices for ongoing capital projects and fixed assets. Provides capital invoice copies monthly.
·Maintenance of all invoice files for current and prior year paid invoices, and invoices in process.
·Close AP at month end, ensuring all transactions for the month have been properly recorded; print AP Open Payable Again and review for vendor follow up as necessary.
·Maintain vendor permanent files in an organized fashion with W9 taxpayer information, certificate of insurance, credit application, and applicable contracts.
·Ensure proper setup of Vendor 1099 information; process 1099’s at year end to meet annual reporting requirements.
·Ensure NJ sales tax is being paid on all appropriate invoices, including credit card and petty cash purchases; tracks additional use tax to be paid.
·Assistance to department managers in vendor payment history, inquiry, and resolution.
·Assistance to the CFO/Assistant Controller on special projects, purchasing reports and vendor analysis, as requested.
·Assistance to the CFO/Assistant Controller on General Ledger analysis, as requested.
·Assistance in weekly, monthly, and year end reporting as requested.
Intellectual Demands:
·4-year college degree, preferably in Accounting or Business, or equivalent work experience in accounts payable, bookkeeping, or accounting.
·Familiarity with Jonas Encore or other equivalent accounting and accounts payable software programs
·Proficient on Microsoft Word, Excel, and Outlook
·Strong interpersonal and communication skills, both written and verbal
·Ability to follow oral and written instructions
·Ability to multi-task and prioritize in a fast-paced environment, while remaining flexible and responsive
·Detail oriented with a commitment to excellence and high standards
·Proactively work in individual task settings with the ability to work in a small team environment
·High level of integrity and confidentiality
·Willingness to work with enthusiasm and a positive attitude
Physical and Environmental Demands:
The majority of the job requires excessive sitting for long periods of time at a desk and time in front of a computer. In performance of the duties and responsibilities of this job an employee will be required to see, talk and hear, with the ability for fine manipulation and keyboarding. There also may be occasional walking, standing, bending, lifting, overhead reaching, and kneeling.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Furthermore, the Club employs all individuals at will and as such there is not any guarantee or contract for any term and or condition of employment.
We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.
Job Type: Full-time
Pay: $25.00 - $32.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k) 3% Match
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience level:
Physical setting:
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
License/Certification:
Ability to Commute:
- Springfield, NJ 07081 (Required)
Ability to Relocate:
- Springfield, NJ 07081: Relocate before starting work (Required)
Work Location: In person