Lawrence Hall
  • Administration
  • Chicago, IL, USA
  • Hourly
  • Full Time

Medical & Dental Insurance, 401k, Employer-Paid Life Insurance / LTD / AD&D, Paid Time Off


ESSENTIAL FUNCTIONS

Under the supervision of the Finance Manager, the Accounts Payable Specialist will develop a solid understanding of all accounts payable procedures and responsibilities. In addition to processing expenditures incurred by the Agency and maintaining and verifying related documentation, the Accounts Payable Specialist must be able to communicate effectively with employees and vendors. Ability to lift up to 25 lbs on occasion. Requires a basic understanding of the young people/customers served by LH. and participation in basic trauma training with the ability to utilize that training when interacting with young people/customers of the agency.

JOB RESPONSIBILITIES

  • Open and distribute mail
  • Process petty cash replenishment requests and ensure the availability of petty cash
  • Receive and review check requests and vendor invoices. Ensure that the proper approvals are obtained prior to further processing. Contact appropriate people to follow up on any discrepancies or problems needing resolution. Determine proper cost allocation by analyzing purpose or nature of expenditure and assign General Ledger account numbers to each expense
  • Calculate participant stipends using Microsoft Excel
  • Enter approved vendor invoices, employee advances, wage assignments, and participant stipends, allowances and earnings as items payable in the accounting system's Payable module. At the appropriate time, verify and select the payable transactions due for payment, print the associated checks, and follow through with proper approval and signature process. Mail signed checks to vendors and distribute checks to participants and employees along with appropriate documentation
  • Process employee reimbursements through petty cash or Accounts Payable based on the information included in the Employee Expense Report submitted by the employee
  • Clear employee advances either by submitting journal entries to the Finance Manager for entry in the General Ledger based on the information included in the Residential Expense Advance form submitted by the employee or by including the information when petty cash is replenished through Accounts Payable. Issue alerts to employees who have not submitted on a Residential Expense Advance form for their outstanding advances
  • Submit journal entries to the Finance Manager for additions to amounts owed participants for stipends, allowances, and earnings
  • Develop and maintain a tickler system for invoices, regularly recurring payments, and purchase orders
  • Prepare purchase orders and manual checks as needed and enter manual checks into the accounting system's Accounts Payable module
  • Provide copies of invoices and checks as required by the Finance Manager
  • Coordinate month end closings with the Finance Manager
  • Proactively extract and analyze the Accounts Payable data available in the Accounting System as required by management
  • Prepare and mail annual 1099's
  • Maintain an orderly file of the documents supporting the entries made in the accounting system's Accounts Payable module
  • Coordinate disbursements as requested by the Junior Board and the Auxiliary Board
  • Provide information and documentation required by the Director of Billing, Payroll and Contract Administration for the billing of reimbursable expenses
  • Respond to internal and external inquiries made by phone and in face to face encounters regarding the agency's Accounts Payable procedures
  • Maintain an organized file of participant residential leases and forward signed copies of leases to the lessor
  • Cross-train the Accounts Payable Clerk and the Business Office Support Specialist and fill in for these positions as required
  • Uses active and reflective listening skills and affirmations to demonstrate respect and empathy, avoiding negative and derogatory labels that foster disrespect
  • Understand that behaviors, responses, attitudes, and emotions are a collection of survival skills often developed in response to traumatic experiences
  • Maintain confidentiality of employees, volunteers, and program participants to provide a safe environment
  • Attend at least two trainings related to being trauma informed in a twelve month period
  • Ability to work effectively with program participants and family members, employees and vendors in a culturally diverse environment to support healing and recovery
  • Participates in the development and implementation of continuous quality improvement activities as assigned
  • Maintains electronic calendar to provide accounting for daily activities and provides permissions for viewing to the appropriate individuals
  • Other duties as assigned

QUALIFICATIONS

  • High School diploma or equivalency with five years automated accounts payable experience
  • Proficiency in the use of a ten key calculator and personal computer
  • Detail-oriented and accurate
  • Excellent communication, organizational and people skills
  • No history of child abuse or neglect

This position meets the FLSA requirements for Non-Exempt

Full Job Description
Lawrence Hall
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