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1051- Accounts Payable Specialist

Philadelphia, PA, USA Req #388
Tuesday, July 28, 2020

THE MISSION OF PROJECT HOME

The mission of the Project HOME community is to empower adults, children, and families to break the cycle of homelessness and poverty, to alleviate the underlying causes of poverty, and to enable all of us to attain our fullest potential as individuals and as members of the broader society. We strive to create a safe and respectful environment where we support each other in our struggles for self-esteem, recovery, and the confidence to move toward self-actualization. 

Project HOME achieves its mission through a continuum of services comprised of street outreach, a range of supportive housing, and comprehensive services. We address the root causes of homelessness through neighborhood-based affordable housing, economic development, and environmental enhancement programs, as well as through providing access to employment opportunities; adult and youth education; and health care. 

Project HOME is committed to social and political advocacy. An integral part of our work is education about the realities of homelessness and poverty and vigorous advocacy on behalf of and with homeless and low-income persons for more just and humane public policies. 

Project HOME is committed to nurturing a spirit of community among persons from all walks of life, all of whom have a role to play in making this a more just and compassionate society.

THE VALUES OF PROJECT HOME

The work of Project HOME is rooted in our strong spiritual conviction of the dignity of each person. 

We believe that all persons are entitled to decent, affordable housing and access to quality education, employment, and health care. 

We believe in the transformational power of building relationships and community as the ultimate answer to the degradation of homelessness and poverty. 

We believe that working to end homelessness and poverty enhances the quality of life for everyone in our community. 

We believe that the critical resources entrusted to us to achieve our mission must be managed honorably and professionally.
 

Job Summary The Accounts Payable Specialist is responsible for (1) processing of all invoice requests for payment related to the Managed Entities, (2) researching and responding to vendor inquiries, (3) preparing and mailing Form 1099’s annually, and (4) vendor maintenance within the accounting system.  This includes the sorting and distribution of invoices to the appropriate budget managers, entering requests in the accounting system on a timely basis for review and approval, following up on outstanding approvals, ensuring the proper supporting documentation for the invoice is provided, and processing the checks/EFT payments. 

Essential Duties and Responsibilities

1.     Manage Accounts Payable cycle from invoice receipt to check/EFT disbursement.

a.     Open and sort mail for separate processing for Project HOME and Managed Entities

b.     Manage the invoices@projecthome.org mailbox and check direct emails daily for invoices from programs or vendors

c.     Scan and enter invoices into the accounting software

d.     Adjust, when necessary, coding of invoices in the accounting software

e.     Review transaction date, invoice periods and post invoices according to the accrual basis of accounting

f.      Communicate accruals of invoices into proper accounting periods to the General Accountant.

g.     Review invoices for proper sales tax charges

h.     Confirm proper approvals & supporting documentation of submitted invoices and follow up on incomplete information or missing approvals.  Escalate when necessary if missing information is not addressed.

i.      Process Managed Entities recurring invoices for payment during the 3rd week of the month and confirm approvals on file.

j.      Process EFT payments, print checks & deliver checks for signature, according to the company’s approval policy.

k.     Coordinate stuffing envelopes and mailing of checks with the Office Manager.

2.     Monitor the PO dashboard and the aged Accounts Payable for items unpaid over 30 days and follow-up on needed items/approvals.

3.     Acts as a liaison between the company and vendors to ensure:

a.     Proper 1099 and W-9 information is maintained for historical purposes and up to date

b.     Vendors receive current sales tax exemption certificates

c.     Vendor’s requests for payments and research are researched and responded to timely

4.     Maintain the vendor files and update, when needed, contact information, 1099, W-9, and maintain vendor files with checks paid for the fiscal year.

5.     Prepare Form 1099’s for all applicable vendors and coordinate review & filing.

6.     Assist the General Accountant with identifying year-end accruals and ensure proper year end cut off based on the service dates on the invoices at year-end.

7.     Provide the year-end audit support, including but not limited to requests for support of payments and vendor records.

8.     Other duties as assigned by the Accounting Manager – Managed Entities.

 

Minimum Qualifications

Bachelor’s Degree preferred; past work experience coupled with some education will be considered

A minimum of 2 years in an Accounts Payable environment

Strong computer skills including Excel

Good organizational skills and attention to detail

Good verbal and written communication skills

Preferred Qualifications

Knowledge and prior experience with Blackbaud Financial Edge and Raiser’s Edge a plus

 

Project HOME is an Equal Opportunity Employer

 


Other details

  • Pay Type Salary
  • Philadelphia, PA, USA