At Planned Parenthood we believe that diversity in identity and perspective enriches our agency and allows us to better serve our clients. We are committed to workforce diversity and aspire to reflect the communities we serve. To that end, we strongly encourage people of color, LGBTQ identifying individuals, people with disabilities and other underrepresented groups to apply. In support of Planned Parenthood of Central and Western New York (PPCWNY)’s mission, the Accounts Payable Representative has responsibility for processing of all accounts payable data and insuring the integrity for the Accounts Payable System. S/he ensures all payment approvals for all functional areas and multiple sites have been obtained before payment, acts as the liaison and obtains W9’s from vendors, generates annual 1099’s, manages the banking Positive Pay function and assists in general bookkeeping tasks.
Essential Functions
Financial Processing & Reporting
In conjunction with the Purchasing/Supply Chain manager, ensures check requests are properly supported, coded and authorized. Maintains electronic copies of invoices received awaiting proper approval and follows-up as needed. Prepares monthly accounts payable accrual
Obtains and enters invoices from vendors paid by ACH and ensures they are properly supported, coded and authorized. Applies ACH payments to invoices and reconciles variances
Works with staff to reconcile and code Corporate Credit card accounts while ensuring all appropriate supporting documentation is obtained
Identifies and calculates invoice due dates to take advantage of discounts when possible, to avoid service and interest charges and to maintain consistency with the current payment policy of the organization
Validates coding on invoices and processes them for payment. Works with budget center managers to ensure proper documentation, approval and expense classification before payment is made, as needed. Documents interdepartmental expense transfers for monthly general ledger posting
Works in collaboration with the Director of Finance to determine the weekly schedule for running checks and associated reports, including uploading check file for Positive Pay verification
Reconciles and maintains records of output
Prepares correcting journal entries as needed for incorrect entries
Monitors the integrity of the accounts payable system
Prepares aged trial balance of accounts payable, reconciliation to general ledger balance at the end of the month, and proposes entries to correct, as needed
As assigned, assists with month-end close
Sets up and maintains vendor files to facilitate the preparation and distribution of 1099 forms for all contract vendors
Perform daily Positive Pay activities and maintains accurate vendor files by paid and unpaid status
Shows respect to all internal and external customers for differences in backgrounds, lifestyles, viewpoints and needs in areas such as race, gender, ethnicity, creed, sexual orientation and others
Other Accountability Activities
Safeguards manual checks and insures proper and accurate logging and posting of all checks within the accounting computer system
May act as a collections agent by contacting vendors regarding outstanding balances and payments; researches and resolves problems with invoices, shipments, returns and standing orders
Verifies calculations for all contract consultants’ time records
Works on other projects as assigned by Chief Financial Officer and/or Director of Finance
Provides assistance to other members of the Finance Team as needed
Participates in affiliate initiatives
. Requirements: Qualifications
Associate degree in Accounting, Business or related field, or equivalent combination of education and experience preferred
Minimum of 2 years’ bookkeeping experience
Excellent verbal and written communication skills, attention to detail, and critical thinking
Should be highly adaptable, detail oriented with a high level of accuracy, and able to work autonomously while following standardized practices and/or methods
Ability and desire to problem solve, prioritize, and multi-task in a fast-paced environment
Proficient computer skills required including accounting software and Excel
Ability to work with confidential information is a must
Planned Parenthood seeks candidates who have experience working with diverse racial and socio-economic populations, including African Americans, Hispanics or other racial and ethnic groups
Planned Parenthood seeks candidates who have proficiency in one of the following languages, including but not limited to: Spanish, Nepali, Arabic, and Swahili
A commitment to Planned Parenthood of Central and Western NY (PPCWNY)’s mission, vision and values along with a commitment to providing services to a diverse range of clients and to the goals of PPCWNY is essential
Work ScheduleThis is a full-time position, 40 hours per week. Must be able to work Monday – Friday.
CompensationCommensurate with experience.
We offer a generous benefits package including health insurance, paid time off, and a retirement plan with company match.Planned Parenthood serves a diverse client population and is committed to workforce diversity.Equal Opportunity Employer.
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