ACCOUNTS PAYABLE ACCOUNTANT
Page 2 of 4
Incumbent Revised
2/2016
POSITION DESCRIPTION
HUMAN RESOURCES DEVELOPMENT COUNCIL
POSITION IDENTIFICATION
Functional Title: Accounts Payable Accountant
Department: Finance/Fiscal
Supervisor: Assistant Controller
Subordinates: N/A
Status: Nonexempt, Full-time
POSITION SUMMARY
This position is responsible for preparing accounts payable; maintaining vendor information, certain prepaid inventories; preparation of monthly, quarterly and annual reconciliations; participation in monthly, quarterly and annual closings; and for reconciliation, analysis and reporting of assigned funds.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each specific job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
REQUIRED
· Ability to process, and pay accounts payable accounts efficiently, timely taking advantage of appropriate discounts while maximizing Agency’s use of its cash funds.
· Ability to problem solve and reconcile accounts, billings and any other project within the position’s purview.
· Understand accounting terminology and basic concepts/theories
· Experience with computerized accounting, Windows and Microsoft Office products
· Greater than average experience with Excel. Must have experience, abilities and skills to setup spreadsheets, create and maintain formulas, and to trouble shoot spreadsheet issues.
· Use of 10-key by touch.
· Ability to work with low-income and disadvantaged people with an objective, nonjudgmental attitude
PREFERRED
· Associates degree and two years of accounting and accounts payable, or high school diploma/GED with 4 years of accounts payable and accounting experience;
· Accounting experience or equivalent training in the nonprofit industry
· Familiarity with nonprofit terminology
· A valid Montana driver’s license with insurance on personal vehicles
· Use of fax machine, copiers, typewriters and other office equipment needed for the position.
CERTIFICATES, LICENSES, REGISTRATIONS:
If, selected, candidates operating a vehicle in the performance of Agency business must have current and continuous liability insurance along with a satisfactory driving record. Before employment may begin, new hires must provide proof of a satisfactory driving record.
SPECIFIC JOB FUNCTIONS
The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the specific functions of the job. To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned.
1. Maintain knowledge of the Agency general ledger, tracking of funds by fund type and source, federal cost categories, grant requirements, OMB circulars, tax regulations, and other applicable regulations.
2. Prepare accounts payable. Process accounts payable to include: reconciling invoices with purchase orders, verify accuracy of invoice calculations, insuring appropriate paperwork is in AP package, assign coding, input and processing of vendor checks. Accounts payable includes special payable runs for CACFP provider and supportive service payments, benefits and monthly payments.
3. Process and maintain purchase order system including A/P accruals for grant and fiscal year end. Maintain monthly program accruals as assigned.
4. Maintain vendor files (computer and W-9 records) and open purchase orders. Communicate verbally and in writing as necessary with vendors, employees, etc.
5. Prepare Deposit to be taken to bank, record in checkbook and reconcile.
6. Monitor, inventory, reconcile, journal, and review prepaid and stock inventories as assigned.
7. Assist in Monitoring and maintaining vehicle inventories, registrations, licenses and other tax exempt status records.
8. Assist in maintaining fixed asset inventory and capitalization system. Duties include identifying fixed asset for inventory and capitalization. Assist in performing physical inventory yearly and other times as required.
9. Prepare monthly, quarterly and annual reconciliations of various assigned general ledger accounts, funds and other information necessary for the financial operations of the Agency. Prepare and reconcile assigned monthly closing journal entries
10. Assist in quarterly reconciliation of donations and in kind contributions. Assist in preparing the donations letters at calendar year end.
11. Assist with processing of annual 1099 forms. Assist and insure vendors comply with debarment requirements on a monthly basis as assigned.
12. Assist with maintaining basement filing and purge appropriate outdated records in accordance with approved policies.
13. Cross train in specific duties of other Finance Department staff. Cover their duties as appropriate in their absence.
14. Attend all meetings as assigned by their supervisor or chain of command.
15. Complete special projects as assigned. Be flexible in assuming new duties. Perform other duties assigned and determined to be productive and efficient for the continuing improvement of the Agency.
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WORK ENVIRONMENT: District 7 HRDC is a Community Action Agency providing various services to low-income and disadvantaged people in a five county region—Yellowstone, Big Horn, Carbon, Stillwater and Sweet Grass Counties. HRDC is a private not-for-profit corporation with its main campus located in downtown Billings. All Agency facilities are designated as a tobacco-free.
The work environment characteristics are typical of that of an office setting. Employees of HRDC must be able to manage time effectively, use computers and office equipment, as well document, organize and maintain complete, accurate and up-to-date records.
ESSENTIAL PHYSICAL JOB REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. As with any office setting, some safety hazards could include, but are not limited to: noise, dust, heat, cold, bodily fluids and stress. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Activity
Percentage of time (equaling 100%) during the normal workday the employee is required to:Sit:
/ 60% / Stand: / 6% / Walk: / 10% / Run: / 0%Squat:
/ 5% / Bend: / 2% / Twist: / 2% / Lift: / 5%Kneel:
/ 3% / Drive: / 2% / Climb: / 2% / Crawl: / 1%Reach above shoulder: / 2% / Other:
Tools and/or Equipment: /
Frequency
Occasional (01-33%) / Frequent (34-66%) / Continuous(67-100%)
Computer / X
Telephone/fax/copier / X
10 key touch / X / X
Repetitive Use of Hands and Feet:
Not Required / Occasional
(01-33%) / Frequent
(34-66%) / Continuous
(67-100%)
Simple Grasping / X
Pushing / Pulling / X
Typing / Data Entry / X
Lifting and Carrying:
Weight to be manually lifted each normal workday. (Occasional 1 - 33%, Frequent 34 - 66%, Continuous 67 - 100%)
Not Required / Occasional / Frequent / Continuous
Up to 10 lbs / X
Up to 20 lbs / X
Up to 35 lbs / X
Up to 50 lbs / X
Up to 75 lbs / X
Up to 100 lbs / X
Over 100 lbs / X
Sensory Requirements:
Essential Functions
The ability to take and follow direction as tasks are assigned.
The ability to come to work promptly and routinely.
The ability to read, write and speak English.
The ability to communicate clearly, timely and effectively.
The ability to perform manual tasks.
The ability to routinely work under stress and to meet deadlines.
The ability to work well with others.
The ability to multi-task.
The ability to provide excellent customer service.
The ability to resolve problems using critical thinking skills.
The ability to adapt to change, demonstrate flexibility and provide customer service.
The ability to concentrate.
The ability to learn, retain, and utilize knowledge, skills, and abilities.
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Position Description Approval:
______Date ______
Assistant Controller
______Date ______
Incumbent
______Date ______Director of Financial Operations