AP Associate

The Accounts Payable Associate is highly visible to Charter Impact clients and therefore, an upbeat personality and customer-service oriented sense of professionalism is a must. The Associate role will deliver front line support to clients via multiple communication channels; contributing and using detailed instructions, established procedures and prescribed guidelines to resolve client Accounts Payable issues. The Accounts Payable Associate is responsible for documenting requisite information for new vendors, processing invoices on a timely basis, determining correct general ledger accounts, requesting and maintaining distribution codes and vendor files, processing weekly check runs and monitoring the electronic filing system for audit trail purposes.

ESSENTIAL JOB FUNCTIONS:

• Perform accounts payable duties with accuracy and timeliness to assure that positive business relations with vendors are maintained
• Act as the first line of internal control by ensuring invoices are approved by proper client personnel
• Verify availability of cash and perform payment selections
• Void checks, reissue payments, and reverse invoices as necessary
• Prepare rush payments
• Produce accurate data entry and general ledger coding for all invoices for multiple entities
• Generate accounts payable aging, then send to client as needed
• Generate weekly check registers, then send to client
• Maintain recurring payments schedules and leases and ensure timely payment
• Notify clients of vendor discrepancies/credit memos and ensure client follow-ups
• Follow up on stale checks/outstanding checks with clients as needed
• Allocate health benefits and other split expenses and record expense by location
• Timely resolve inquiries/discrepancies from clients and multiple entities, including correspondence via email and phone
• Generate use tax reports, then submit to the Accounts Payable Analyst
• Research and respond to internal and external inquiries related to AP and various expense reports
• Assist in special projects and year-end audit schedule preparation
• Perform all work with accuracy and under the specific instructions given by supervisor and/or client
• Meet all deadlines with minimal follow-up required by supervisor
• Focus on continued process improvement and increased efficiency for clients using the latest industry developments and technology
• Perform other duties as assigned

Generally, any combination of education that would provide the required knowledge and skills for successful performance would qualify. A typical method of demonstrating these requirements would be:

EDUCATION: A high school diploma and two years of related experience or a bachelor’s degree in business administration, accounting, public administration or a related field from an accredited college or university.

EXPERIENCE: Accounts payable experience is preferred.

KNOWLEDGE OF: Purposes, methods, and practices of financial and accounting record keeping; basic accrual accounting principles and procedures; use of Microsoft Excel; proper English usage and grammar.

Candidates must also have the ability to:

• Work well in a team environment
• Communicate in a clear and professional manner at all times
• Adapt quickly to change
• Learn the appropriate rules, regulations and technical procedures specifically related to processing payments for non-profit organizations and charter schools
• Have strong attention to detail and the ability to maintain a “zero-error” environment
• Understand and carry out directions in an independent manner
• Perform arithmetic calculations accurately and rapidly
• Prepare a variety of accurate financial reports and summaries
• Identify and correct errors in mathematical computations and financial documents
• Communicate effectively in both oral and written forms
• Establish and maintain effective working relationships with both client and Charter Impact staff
• Must be detail-oriented

Experience with the following is a plus:

• Microsoft Office (intermediate/advanced Excel skills highly desired)
• Sage Intacct or other similar Non-Profit Accounting systems

TYPICAL PHYSICAL DEMANDS: (with or without accommodation as needed to perform essential job functions)

• Read numbers, reports, and documents on computer terminals
• Use telephone and other communication devices
• Lift up to 20 pounds (Light)
• Prolonged standing, some bending, stooping and stretching

TYPICAL MENTAL DEMANDS:
Ability to give, receive, and analyze information, formulate work plans, prepare written materials and articulate goals and action plans.

WORKING CONDITIONS:

• Employees in this position will be required to:
• Work indoors in a standard office environment
• Occasionally work outside of normal workdays and office hours to meet deadlines
• Directly interact with client staff, students, parents and the public
• Travel for professional development events and to client locations