Under the direction and guidance of the Accounting Manager and Controller, the Accounts Payable Accountant is responsible for compiling amounts owed from vendors, recording transactions and accruals, and making weekly payments of invoices. All work is performed collaboratively with and in support of other services offered by St. Joseph's Villa.
All work is performed within a systems-based framework and a psycho-educational model. Work is performed safely, effectively, to the highest ethical standards, and in accordance with generally accepted accounting principles for non-profit entities and in accordance with St. Joseph’s Villa’s mission, values, and guiding principles.
Receive invoices from various internal and external sources. If invoices need result center coding and approval, forward to the appropriate department and follow up for return to ensure invoices are paid timely. Receive and process staff reimbursement requests.
Verify that invoices received for payment contain proper approval(s) based on approval limits. Verify that coding on invoices is appropriate for the expense account, system, and result center. Post invoices to accounting system.
Ensure all invoices are processed in a timely manner. Select the items for the check runs that allow payments to be received by vendor within payment terms. Alert Controller of any payment issues or priorities.
Process same day emergency checks when requested/approved by Controller.
Maintain vendor records, obtaining needed documentation (W-9, contact information, change of address, etc.) and submit changes to be made to accounting system as necessary. If new vendor, determine if credit card payment would be appropriate.
Reconcile records on a periodic basis as determined by the type of information, St. Joseph’s Villa’s policies and procedures, or by grantor, regulatory, or auditing requirements.
Research discrepancies on invoices and statement balances, and resolve them with appropriate service staff.
Reconcile, report, and process void checks and replacement checks.
Prepare appropriate and timely Forms 1099 at year-end.
Gather information from a variety of sources to accomplish assigned responsibilities including, but not limited to, internal and external resources, reference manuals, contracts, and internet sites.
Respond to requests by external agencies, such as placing agencies, grantors, regulatory institutions, and auditors for information and reports.
Evaluate work processes and methods and submit recommendations for continuous quality improvement.
Attend scheduled training programs for professional development that includes, at a minimum, trainings required by St. Joseph’s Villa and by regulatory and accrediting bodies.
Support other members of the Finance Office, acting as “back up” in their absence and through cross-training.
Maintain confidentiality and security of all data, records, files, credit cards, blank checks, etc.
Perform other duties as assigned.
An AA degree from an accredited college or university in Accounting or Business plus one to two years of accounting experience in a non-profit environment. Experience may be substituted for education at the rate of 1-½ years of experience for each year of education. Proficient with Windows, Outlook, internet access and MS Office including Word and Excel. Experience with proprietary software such as MIP or AS400 preferred.