The Accounts Payable Accountant is responsible for managing the Accounts Payable function, totaling over $10M in regular payables a year and up to $25M in construction expenses, for Solid Ground and several other non profits and for profits. The A/P Accountant is responsible for assuring all vendor payments are processed, accrued, expensed, approved, and cashed accurately and according to laws and policies. This position is also responsible for analyzing, maintaining and processing cash flow information such as transfers, balance verifications, and wire deposits; analyzing, preparing and maintaining all applicable tax requirements, and providing backup to the Senior Accountant and Payroll accountant.
Essential Responsibilities, Duties & Tasks
30% Lead the Accounts Payable function for the several for-profit and not-for-profit companies. This includes understanding and implementing all applicable laws, regulations, policies; lead development of procedures; and assure practices carry out payments in accordance with them. Advise program staff on the many methods of payment, such as EFT, check, cashiers check, wire transfers, etc. to assure that the payment method best meets the need of the payee/client/vendor. Work directly with outside entities to assure the program goals for payment are completed. Work with vendors and program staff to solve payment issues. Work with auditors to explain policies and procedures and work with Finance Director, Finance team and program staff to modify procedures as necessary to ensure continued compliance.
15% Complete all cash management activities for each company, including daily monitoring of multiple accounts for each company, tracking and anticipating cash flow needs, initiating paperwork for transfers between accounts at the same or different banking institutions, inter-company loans, and line of credit borrowing, and assuring those transfers are completed by the Director account signers. Prepare credit applications and answer inquiries from creditors, staff and vendors pertaining to bills.
15% Detect and work to resolve fraud – field calls from stores and other contacts who have checks or other fraudulent items, and advise them on actions to take. Report fraud to the people in charge of agency risk management and/or assist in police reporting. Advise the program staff on possible fraudulent activity suspected from document review or vendor name, attempt to resolve issues with staff or other outside resources. Maintain, monitor and process payments in the positive pay system with any bank for which it is set up. Monitor the federal debarment list as appropriate and advise if vendors are present on such list, and prevent payment out of federal funds to these vendors.
15% Generate payments for agency wide expenses such as leases, utilities and supplies, and complete allocations of these costs to various programs within SG or between SG and the other companies. Adjust these allocations as necessary when contracts close, budgets change or other issues arise. Collect, analyze and provide information on joint costs to the Finance Director and other Senior Leadership Team members for the budgeting process and to auditors for the auditing processes.
10% Analyze and compute B & O and Excise tax due to State and City, complete forms and process payments for any companies as needed. Complete and file quarterly business license taxes. Prepare a Disadvantaged Business Enterprise report for Personal Transit for submission on a monthly basis. Prepare accurate and timely IRS forms 1099 and 1096 on an annual basis for all applicable vendors.
10% Provide primary back up coverage to the Deputy Finance Director and on the cash receipts process, including bank and account reconciliations, insurance information, risk management, processing of deposits and receipting in the case of short or long term absences. Provide primary back up coverage to Payroll Accountant, including inputting, processing, and distributing pay; completing all applicable tax and vendor payments, and all other ancillary work as required. Provide secondary backup to finance positions in the case of short or long term absences, which includes understanding emergency procedures in order toe perform necessary daily functions. Cross train other financial staff to ensure adequate backup on this position.
5% Work as a part of the Finance team and with program and external contacts to assure that policies and procedures are effective and efficient. Understand how assigned work impacts the finance department, programs, and companies, and work to improve processes and results. Participate in program, department and agency meetings and relevant trainings as required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Percentage of time spent on responsibilities varies based on shift worked.Full Job Description