Accounts Payable/Billing Specialist (San Digo)

Accounts Payable/Billing Specialist

POSITION OVERVIEW

Compensation: DOE

Reports to: Controller

FLSA Status: Administrative Exemption (salary)

Number of direct reports: 1

Location: San Diego, CA

Total employee base: 50

Classification: Full Time: 30-40+ hours

Date created: 07/30/2020

POSITION SUMMARY

Founded in 1993, Second Chance Program is a non-profit organization where justice-involved San Diegans find hope, purpose, and opportunity. Offering eight evidence-based programs, each staffed by a dedicated team of caring professionals, Second Chance is regarded throughout the greater San Diego area as a leader in helping formerly incarcerated and justice-involved citizens successfully reintegrate into society.

The Accounts Payable/Billing Specialist reports directly to the Controller. This position will be responsible for regularly and customarily exercising discretion and independent judgment in performing the following types of projects/duties: Processing weekly vendor invoices, creating invoices, and collecting outstanding funds from contracts and/or grants in an efficient and timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

BILLINGS:

Prepare the monthly contract billings with all supporting documents in a timely manner

Communicate with contract programs to confirm the approval of invoices and follow up on collections

Create and produce invoices to Quick books

Research and reconcile account discrepancies

Input budget or budget revision to contract billing template

Assist in contract audits requirements

Prepares monthly bank reconciliation for all accounts

Process monthly reconciliation of accounts payable aging report to the general ledger

Review and ensure the allocation of expenses are allowable to the contracts

Responsible in preparing indirect cost rate to the DOL

Reconcile monthly contract revenue and receivables

Other duties assigned

ACCOUNTS PAYABLE:

Process invoices for payments from multiple locations and obtain proper approval in QuickBooks

Maintain an accurate record of all purchase orders and vendor statements

Review invoices to ensure the accuracy of general ledger expense account codes

Perform day to day financial transactions, including verifying, classifying and reviewing data entries

Reconcile and analyze accounts payable accounts and produce aging reports

Verify discrepancies of invoices and resolve vendor inquiries

Coordinate with program managers and directors regarding mileage and expense reimbursements

Reconcile monthly petty cash to the directors and managers

Assist in month-end and year-end close

Assist in the annual preparation of audit schedules for the auditors

Review and prepared an annual 1099’s

Prepare monthly journal entries related to Accounts Payable accounts.

OTHER REQUIREMENTS AND COMPETENCIES

Aligned with the agency’s mission, vision, and values

Adhere to Second Chance policies, procedures, and code of conduct

Collaborative team player with the ability to build strong relationships while being cordial, respectful, and professional with all staff, participants, partners, volunteers, interns, and guests

Compassionate with the ability to be sensitive to cultural differences or behavior in a multicultural community and various cultural and ethnic groups in a tactful, professional and effective manner

Solution-focused with the ability to identify and resolve problems in a timely manner

Must be able to speak, read, and write in English. Bilingual in English and Spanish languages preferred

Ability to be resourceful and flexible in an ever-changing environment

Proven working experience as accounts payable

Solid understanding of basic bookkeeping and accounting payable principles

Proven ability to calculate, post and manage accounting figures and financial records

Data entry skills along with a knack for numbers

Hands-on experience with spreadsheets and proprietary software

Customer service orientation and negotiation skills

High degree of accuracy and attention to detail

EDUCATION AND EXPERIENCE

Associate degree in Accounting, Finance, Business or a at least 2 years of experience in nonprofit accounting

Minimum 2 years or more of A/P, Contract billings and general ledger

Proficient in QuickBooks or similar accounting software

Proficient in Microsoft Office Suite (MS Outlook, MS Excel, MS Word)

Experience converting and implementing new accounting and/or payroll software a plus

Not-for-profit experience preferred

WORK ENVIRONMENT:

This position is in an office environment and requires working in an environment with justice-involved individuals.

BACKGROUND CHECK, DMV, AND VEHICLE:

Required to have a valid CA driver’s license and properly registered and insured motor vehicle meeting the minimum level of insurance as defined under the California Department of Motor Vehicle Code.

Meet background and security clearance guidelines and pass a background check:

1. Criminal background clearance through the State of California Department of Justice (DOJ) and Federal Bureau of Investigation (FBI)

2. Drug Testing as required by federal contracts.

3. Driving record through the State of California Department of Motor Vehicles (DMV)

Maintain a valid Tuberculosis Test and renew annually or as statutorily required.

PHYSICAL DEMANDS:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Incumbent will spend time sitting while operating a computer keyboard using a computer.

Required to see, hear, touch, speak, walk, sit, stand, bend, kneel, lift, and carry materials up to 20 lbs.

May be required to use personal vehicle to travel locally for bank deposits; Subject to mileage reimbursement per Agency policy.