Accounts Payable & Procurement Specialist at The Center for Youth Services, Inc. in Rochester, NY, USA

Job description

• The Accounts Payable & Procurement Specialist works closely with the Director of Finance and the other Finance Department staff. The Accounts Payable & Procurement Specialist is responsible for ensuring maintenance of and adherence to all agency Accounting Policies and Procedures. S/he will perform tasks in order to properly reflect the financial position of the agency and for the development of expense projections. The Accounts Payable & Procurement Specialist is responsible for the timely gathering and preparation of information necessary for management reporting, planning, analysis and decision making. The Accounts Payable & Procurement Specialist performs accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions, Purchasing and Inventory. S/he works closely with the agencies outside auditors in the preparation of information essential to the completion of the annual audit process.

Responsibilities

• Maintain agency fiscal records via Automated Fund Accounting System
• Enter and post transactions to proper funds and accounts
• Generate on an as needed basis custom reports utilizing the Automated Fund Accounting System – currently QuickBooks Enterprise Solutions: Nonprofit 22
• Match and research invoices and purchases
• Input and manage Accounts Payable, Purchases and Inventory
• Perform check runs on a weekly basis and process emergency checks when needed
• Coordinate the purchasing of supplies, and services for all departments and programs
• Track delivery/disbursement of purchased items and resolve any issues with delays, quality, or returns
• Prepare and issue purchase orders based on approved requisitions and budgets
• Maintain accurate records of purchases, contracts, and vendor communications
• Monitor inventory levels and reorder supplies as needed to ensure uninterrupted operations
• Monthly reconciliation of Petty Cash, Bus Pass, Gift Card and Laundry Quarter inventory
• Manage vendor W-9 forms and prepare annual 1099 forms
• Assist staff with signing out and returning credit cards, bus passes, gift cards and laundry quarters while maintaining accurate records
• Oversee and manage master files and electronic filing systems
• Process deposits of all cash receipts into the agency bank accounts daily
• Develop off-line reports as required to support agency management
• Ensure agency compliance with Generally Accepted Accounting Principles (GAAP)
• Act as liaison to agency vendors, auditors and funders' contract management personnel
• Perform other work as assigned by the Director of Finance

Requirements

• Bachelores Degree in Accounting, and 3 years' experience in account or a related field OR Bachelors Degree and 3 year's related experience

Skills

Required

• Advanced knowledge in QuickBooks
• Basic knowledge in Windows
• Intermediate knowledge in Microsoft

Benefits

• Pay Rate: $22- $24 per hour