Assist the Assistant Director/Accounts Payable on all matters related to the research, maintenance, and implementation of Accounts Payable functions and procedures.

Reports to: Assistant Director, Accounts Payable

Location: 305 Seventh Ave., New York, NY 10001

Hours: 35 hours, Exempt

Salary: $65,500-$73,000

Major Duties:

• Responsible for full AP cycle: research, allocate, and record invoices. Obtain approvals and ensure they are completed accurately and efficiently. 
• Research and resolve a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate parties in a timely manner. 
• Assist with overseeing and managing scanned invoices within Filebound and monitoring invoices stored by Cityside Archives. 
• Monitor and run aging reports for the weekly check run. Identify and resolve any issues preventing timely disbursements, including credits.  
• Assist with reviewing and approving all entries in the department for batch posting. 
• Liaise with various departments with respect to the approval of invoices and payments. 
• Assist with setting up new vendors in MIP accounting database. 
• Negotiate with vendors to receive better terms and avoid finance charges and late fees. 
• Assist with managing rush requests within the department. 
• Maintain utility accounts and the rent facilities schedule. 
• Liaison for the department regarding all inquiries from the Accounts Receivable Department. 
• Supervise, coach, and develop Accounts Payable Specialists by providing guidance with technical assistance on systems, account codes, and vendor classification. Support staff with complex problem-solving and troubleshooting. 
• Build relationships with program to meet the needs of the department. 
• Ensure that the proper financial information is maintained for historical purposes and in accordance with agency policies. This includes invoices, documentation, and W9 files. 
• Monitor outstanding check request advances, run quarterly reports, and contact Division Directors as needed. 
• Manage, prepare, mail, and file annual 1099s timely. 
• Assist the Assistant Director of Accounts Payable whenever needed. 

Qualifications:

• High School Diploma or equivalency with five years of experience in Accounts Payable required; Associates Degree in related field preferred.
• Two to five years of supervisory experience required.
• Excellent leadership skills – ability to foster a cooperative work environment and create teamwork.
• Must be able to establish and maintain AP operating procedures and processes and effectively communicate to staff.
• Must be proficient in Microsoft Excel, MIP accounting software a plus.
• Must have excellent written and verbal communication skills.
• Must possess competencies in decision making, staff management, attention to detail and multi-tasking. Advanced problem-solving and analytical skills required.