Assistant Accounts Payable Administrator
at Volunteers of America

Date Posted: 6/26/2020

Job Description

Assistant Accounts Payable Administrator

Eden Prairie, MN Office

Come make a difference! Volunteers of America is one the nation's largest and most comprehensive human services organizations. Since 1896, our ministry of service has supported and empowered America's most vulnerable groups, including at-risk youth, the frail elderly, men and women returning from prison, homeless individuals and families, people with disabilities, and those recovering from addictions. We are one of the nation’s largest nonprofit providers of quality, affordable housing for low and moderate-income households and persons with special needs.

The Assistant Accounts Payable Administrator works collaboratively with the A/P Administrator to assist with the processing of Accounts Payable invoices and checks for Volunteers of America National Services; assist with the daily and weekly A/P process to include problematic issues and ensures compliance of the Accounts Payable process. Additionally, accounting clerk duties will be assigned to support the accountants from an administrative perspective. The Assistant Accounts Payable is a full-time position – forty (40) hours per week, with approximately thirty (30) hours allocated to accounts payable and ten (10) hours allocated to accounting clerk duties.

Core Responsibilities:

Accounts Payable

• Reviews invoices for accurate coding and proper approval.
• Works with the A/P Administrator to ensure approved invoices are entered into the A/P system.
• Reviews A/P batches for accuracy before they are posted.
• Reconciles vendor statements and works with vendor contacts to settle any differences.
• Monitor personnel expense reports for accuracy.

WEEKLY – ACCOUNTS PAYABLE CHECK PROCESSING – (as directed by A/P Administrator or Corporate Accounting Manager)
• Builds individual check batches for each facility. Monitors facility batches for appropriate due dates.
• Creates file for US Bank of payments to be made via electronic funds transfer.
• Gathers and maintains backup to attach to AP checks when mailed.
• Prints checks for all facilities and Eden Prairie Office; Reviews checks prior to mailing for accuracy.
• Ensures that all checks are mailed with proper backup when printed.
• Creates and sends an electronic check file for Positive Pay tracking purposes to the bank.
• Works closely with facility A/P personnel to ensure that the established A/P processes are followed.
• Works with vendors and corporate staff to establish payments via electronic fund transfers, when appropriate.
• Maintains vendor files and file paid invoices.
• Responds to vendors’ inquiries regarding late or missing payments.

• Prints Accounts Payable reports for distribution to the accounting staff.
• Monitors outstanding checks and works with facility personnel to determine whether checks should be voided or re-issued.

• Reconciles problematic vendor accounts for facilities to avoid penalties and/or cancellations.
• Assists facility A/P personnel with special requests, including voiding and re-issuing checks, checking on cleared checks, etc.

• Prepare daily deposits and bring to the bank.
• Tracks the number of checks mailed monthly for all facilities for the purpose of allocating postage costs.
• Assists with annual filing of Federal Form 1099s for Volunteers of America National Services and all facilities. Works closely with facility personnel to ensure that the established process is followed and timelines are met.
• Assists the Corporate Accounting Manager with special requests.

Accounting Clerk

• Assists Accountants
o Data entry and reporting for Payroll Based Journal
o Running reports as assigned
o Verification of eligibility through OIG
o Provide backup for accountants as requested.

• Assist with monthly and quarterly reconciliations, edits and audits.
• Other duties as assigned.

Job Requirements

Knowledge, Skills and Abilities

• Associate degree in accounting preferred, but not required.
• Three (3) years of experience in Accounts Payable.
• Knowledge of accounting skills including computer systems/ software.
• Administrative self-sufficiency required.
• Attention to detail is essential.
• Team player attitude absolutely essential.
• Proficiency in Microsoft Office (Outlook, Word, Excel) with strong problem solving skills.
• Customer-oriented and have proven experience with relationship building.
• Organizational and project management skills.
• Excellent verbal and written communication skills.

EOE M/F/Vets/Disabled

Job Snapshot

About Us

Volunteers of America

At Volunteers of America, we are more than a nonprofit organization. We are a ministry of service that includes nearly 16,000 employees and more than 55,000 volunteers with a shared vision of a world where all people live in safety with social, emotional and physical well-being, spiritual fulfillment, justice and hope.

The national office is located in Alexandria, Va., part of the greater Washington, DC area. The headquarters includes executive staff and major office departments that have national responsibilities and provide support to local offices and Volunteers of America housing and senior living and care communities: communications, fundraising; public policy, finance, chartering, housing, volunteer services, program services and other operations.

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