Accounts Payable Specialist

Alameda, California, United States
USD 30.28 - 40.89 per hour
16 Sep 2020
17 Sep 2020
Job Details


Job Location
Headquarters - Alameda, CA

Position Type
Full Time

Education Level
4 Year Degree

Salary Range
$63,002.00 - $85,052.00 Salary/year

Job Shift

Job Category

What you will be doing:

First 5 Alameda County helps young children grow up healthy and ready to learn during the most important time in their development. We have nearly two decades of experience funding innovative programs and advocating for policies that produce better futures for our children. Our Vision is that every child in Alameda County will have optimal health, development and wellbeing to reach his or her greatest potential.

Join our amazing mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities and improves the lives of children 0 to 5 and their families.

As our Accounts Payable Specialist, you are responsible for providing professional level technical and operational support to the finance functions of the agency, including but not limited to accounts payable, budget, general ledger analysis and reconciliations.
  • Provides primary support to agency accounts payable (AP) function including:
  • Receives, reviews, audits, and processes vendor and staff expense claims, ensuring all required documentation is correct, submitted and maintained and AP is processed consistently with F5AC Financial Policies and Procedures; maintains check distribution schedule
  • Enters encumbrances for vendors when necessary, and monitors budgeted expenses; generates reports as needed for program budget managers
  • Responds to AP-related inquiries from vendors, service providers, F5AC staff, financial institutions and governmental regulatory agencies; provides individual or group training to staff as needed
  • Organizes and maintains vendor and voucher files, ensures compliance with storage requirements and records retention schedule
  • Manages vendor records including verification of correct name, address, electronic payment set-up, W-9 retention, etc.
  • Maintains employees' driver license and automobile insurance information
  • Supports the annual financial and single audit processes by preparing various documents, and records for auditor review
  • May provide administrative and technical support to federal fiscal leveraging activities
  • Prepares 1099-Miscellaneous Income tax information and forms annually, including:
  • maintaining updated vendor W-9 records
  • establishing vendor files accordingly in accounting system
  • processing 1099's per IRS guidelines and distributes forms to various F5AC vendors and stipend recipients
  • Performs data entry of budget and other finance related information into MIP financial software
  • Assists with corrections to the general ledger, ensuring correct coding of revenues and expenditures; may conduct analysis and reconciliations of various financial reports and of the general ledger as needed
  • Acts as primary back-up to Human Resources for preparing ACERA retirement and deferred compensation wires and other payroll functions as identified
  • Provides primary support to banking positive pay functions, as needed
  • Enters and maintains accurate administrative records in electronic and paper form, including database and financial records, and various program/administrative files
  • Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports
  • Supports the finance department as needed on ad hoc projects
  • Provides general department/agency administrative support as needed

What you need to succeed:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
  • A minimum of seven years of full-time progressively responsible finance or accounting experience in a not for profit, government, public or private organization
  • Associate degree or Equivalent of two years of college (90 quarter units or 60 semester units) in accounting, finance business or related field from an accredited college or university and a minimum of five years of full-time progressively responsible finance or accounting experience
  • Bachelor's degree in accounting, finance business or related field and a minimum of three years of full-time progressively responsible finance or accounting experience

Knowledge of:
  • Methods and practices of financial and budgeting record-keeping
  • Accounts payable systems and procedures, prefer knowledge of 1099 requirements
  • Generally accepted accounting and bookkeeping principles and procedures, prefer knowledge of governmental accounting principles
  • Business software including Office 365, (Excel, Word and Outlook), and familiarity with Abila MIP Fund Accounting software preferred
  • Office administrative best practices and procedures, including records and file management
  • Operation of standard office equipment
  • Research and report preparation principles

Ability to:
  • Successfully conduct work from home for a length of time determined by CEO
  • Communicate instructions clearly with vendors, staff and colleagues
  • Work with and safeguard confidential information
  • Locate and provide basic analysis of data found in accounting systems
  • Read and interpret financial documents and other records
  • Maintain accurate records and files, pay close attention to detail
  • Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization
  • Support and deliver high quality customer service to a diverse population, in person and by telephone
  • Communicate effectively, verbally and in writing; prepare clear and accurate reports, correspondence, procedures and other written materials
  • Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
  • Exercise judgment within established policies and procedures, interpret and apply regulations and procedures in varying situations
  • Take initiative and work independently with little supervision
  • Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
  • Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
  • Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures