Accounts Payable and Contract Specialist

Summary

This position is responsible for performing general accounting and contract administrative duties.

Essential Job Functions

• Timely prepare and ensure expense contracts are complete and all required information is obtained and filed.
• Ensure contractors meet all applicable insurance requirements as outlined per contract and ensure insurance certificates are current.
• Work closely with Program Directors / Managers to complete contracts according to schedule.
• Submit required information to Human Resources to conduct criminal background checks.
• Maintain schedule of Business Associate Agreements and ensure all agreements are complete and filed.
• Respond to requests for insurance certificates.
• Process vendor invoices for multiple entities.
• Ensure proper account coding of invoices, including allocations.
• Reconcile vendor statements.
• Communicate with vendors to resolve payment issues and answer inquiries.
• Process weekly check runs and collate supporting documentation for management signature.
• Record cash disbursements in checkbooks.
• Resolve outstanding checks in a timely manner.
• Ensure advances / prepayments are returned and recorded according to policy.
• Follow monthly closing schedule and assist other finance team members to ensure timely closing and processing of monthly financial statements.
• Assist with onboarding of new vendors and ensure compliance with company policies.
• Reconcile purchasing card transactions weekly.
• Reconcile travel expense cards using TravelBank.
• Generate and distribute EEOC letters to vendors.
• Communicate with departmental managers when needed.
• File and maintain records of invoices, payments, and other related documents.
• Assist with preparation of year-end audits and tax reporting.
• Perform all other duties as assigned.

Knowledge, Skills, and Abilities

Education and Experience

All experience and education requirements, except when required by federal, state, or local laws or requirements, may be waived at the discretion of management with the approval of the Chief Executive Officer, in collaboration with Human Resources.

Physical Requirements / Working Conditions

Corporate Qualifications / Expectations

The statements above are intended to describe the general nature and level of work being performed. They are not an exhaustive list of responsibilities, duties, or skills required of personnel so classified. They do not establish a contract for employment and are subject to change at the direction of the employer.