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Accounts Payable Specialist in New York, NY at Vaco

Date Posted: 12/6/2018

Job Snapshot

  • Employee Type:
  • Location:
    New York, NY
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
  • Job ID:

Job Description

We are currently seeking an Accounts Payable Specialist for an immediate need. Candidate must be able to handle heavy volume invoicing and Travel & Expense.
  • Documents financial transactions by entering account information
  • Substantiates financial transaction by auditing documents.
  • Maintains accounting controls by preparing and recommending policies and procedures.
  • Guides accounting clerical staff by coordinating activities and answering questions. This position is accountable for directly supervising the Accounts Payable/Administrative Assistant.
  • Maintains financial security by following internal controls.
  • Prepares payments by verifying documentation and requesting disbursements.
  • Prepares special financial reports by collecting, analyzing and summarizing account information and trends.
  • Maintains customer satisfaction and protects operations by keeping financial information confidential.
  • Manages the organization's Accounts Payable system, including disbursements, vendor records and contract files. Manage the Invoice and Expense process and ensures compliance with COA's policies and accounting principles. This involves ensuring the completeness of supporting documents for all expenses and invoice/s, and that appropriate approvals are obtained and that taxes are properly handled.
  • Prepare and enter in general ledger the general journal entry for major vendor bills requiring detailed departmental allocations (e.g. American Express expense accounts.)
  • Administrate the Master Card Travel Reporting system. Reconcile Master Card charges and staff T/E reports. Create/terminate credit cards, monitor activities, print monthly reports.
  • Analyze peer review expense reimbursements for proper amounts, mathematical accuracy and corrects where necessary.
  • Ascertains approval by department director of peer reviewer expense reports.
  • Coordinate with Peer Services peer reviewer expense reimbursements and documentation.
  • Review supporting documentation of peer reviewer expense reports for completeness and obtain missing documentation in order to effect reimbursement check preparation.
  • Maintain summary worksheet detailing peer reviewer reimbursements necessary for cost estimation and planning.
  • Check against receipts and if all is in order coded with our chart of account list.
  • Allocate various expenses to departmental codes based upon headcount allocation chart.
  • Create batch and input all invoice/s on a daily schedule.
  • Follow up all vendor statements and phone calls regarding discrepancies and resolve with supervisor.
  • Manage petty cash and monthly reconciliation.
  • Review month end site visit margin reports and analyze discrepancies versus budget.
  • On a weekly basis coordinate with the CFO regarding checks to be issued that week.
  • Assist Controller with reconciliation of accounts payable general ledger accounts.
  • Prepare 1099's.
  • Assist with year-end closing and annual audits.
  • Monitor compliance with and recommends updates as necessary to COA policies related to travel & expense reimbursement.