ACCOUNTS PAYABLE SPECIALIST - FEDERAL MUSEUM CLIENT

Includes Medical, Dental, and Vision benefits

This person will support the Accounting Operations unit of the Office of Finance with the federal Museum client. The Accounting Operations unit has responsibility for transaction processing, reporting, policies and procedures and internal controls associated with federal and non-appropriated payroll, accounts payable, petty cash, credit card programs and travel. The primary purpose of this position is to perform accounts payable functions working closely with accounting management and staff, vendors, contractors and Museum departments. The position reports directly to the Accounting Operations Manager.

MAJOR DUTIES AND RESPONSIBILITIES

The AP Specialist performs accounts payable functions for both federal (appropriated) and donated/private (non-appropriated) funds, processes requests for payment in accordance with the Museum's policies and procedures, and troubleshoots issues as they arise.

• PAYMENT PROCESSING: Processes requests for payment.
• Analyzes, investigates and reconciles invoices and statements to documents and receiving reports.
• Prepares approval vouchers and obtains appropriate approval signature.
• Enters invoice data into databases and general ledger(s) and ensures accuracy and efficiency in transactions.
• Forwards documents to the disbursing agent for payment.
• Assures the legality and control of bills against appropriated and non-appropriated funds for accounts payable expenditures.
• Maintains thorough knowledge of payment policies and procedures. Notes payment terms and expedites processing to take advantage of discounts.
• Researches and follows up on past due balances.
• MONTHLY CLOSE: Prepares and reconciles monthly accounts payable accruals. Assists with monthly reconciliations of accounts payable and other general ledger accounts as required. Responsible for identifying errors and proposing correcting journal entries.
• REPORTING: Prepares reports of accounts payable activity, including aging reports, and distributes them as requested. Prepares other financial reports, statements and analyses as directed. Assists with 1099 preparation and research at calendar year end.
• POINT OF CONTACT: Serves as a point of contact and source of information to vendors and contractors, the accounting systems managers and Museum offices. Responds to inquiries and correspondence regarding status of vendor accounts. Troubleshoots and resolves differences and problems.
• ADMINISTRATION: Makes copies, scans documents and maintains records.
• OTHER: Participates in special projects and performs additional duties as assigned.

MINIMUM QUALIFICATIONS

Demonstrated knowledge of and experience with:

• Basic knowledge of accounting and accounts payable procedures.
• Automated accounting systems (PeopleSoft is preferred).
• Microsoft Office programs, email, Internet and database management software to efficiently and securely accomplish work.

Demonstrated ability to:

• Plan and handle high volume with close attention to detail, outstanding numerical accuracy and meticulous follow-through. Commitment to continuous process improvement.
• Conduct research, analyze data and solve problems.
• Work effectively – both independently and as a team member – with multiple projects, shifting priorities and deadline pressures.
• Work with a wide range of clients (effective interpersonal skills).
• Speak and write clearly, and communicate technical information to non-technical staff.
• Self-manage (excellent time management and organizational skills).
• Sound business judgment and the ability to handle confidential information with complete discretion

EDUCATION AND EXPERIENCE

• College degree desirable, or equivalent combination of education and experience.
• Minimum two years of experience processing financial or accounting transactions in an automated accounting system, or other equivalent transaction processing experience.