Accounts Payable Specialist

About the Business & Finance Division
The Business & Finance Division believes that providing valuable insight to our Academy partners enables them to achieve the Academy’s mission. To do this, we support our colleagues and each other so that we can accomplish the Academy’s mission together, we anticipate and respond quickly to the needs of our partners, we build trust in our partners that fosters collaborative relationships, and we deliver timely and accurate information to our partners so that they can make better decisions.

Key Responsibilities
Accounts Payable

• Review invoices to ensure that submissions are in line with the Academy’s policies to reference Purchase Orders when applicable and contain approval and supporting documentation prior to entry in Oracle Fusion, the accounting system.
• Respond verbally or in writing to internal business partner and external vendor inquiries regarding various Procurement and Accounts Payable related matters in a timely manner.
• Review approved purchase requisitions and create corresponding purchase orders in Oracle Fusion.
• Maintain vendor relationships and records.
• Identify, investigate, and follow up on 2-way and 3-way match system payment holds.
• Identify and submit new supplier and supplier update requests.
• Prepare check, ACH, and wire payment batches on scheduled AP pay runs.
• Review daily disbursement account bank activity and investigate and resolve returned payments.
• Close Payables module at the end of each month and prepare accounts payable GL account reconciliation to subledger with invoice aging schedule.
• Monitor Accounts Payable aging schedule to ensure timely payment and follow up on long-outstanding invoices.
• Prepare journal entries with proper documentation of various GL accounts as due.
• Prepare annual Form 1099 reporting.

Corporate Credit Card Administration

• Administer corporate credit cards.
• Respond to credit card-related inquiries from employees and resolve concerns and issues in a timely manner.
• Liaise with JPMorgan Chase Bank as needed for matters relating to the overall credit card program or activity on individual cards.
• Prepare monthly accounting journal entries for all employee corporate credit card activity.
• Monitor employee compliance with credit card policies and cardholder/transaction approver responsibilities in the corporate credit card portal.

Cash Handling

• Manage Accounting department on-hand cash including amounts to be deposited and maintenance of a balanced petty cash box and Accounting safe.
• Coordinate and execute cash pick-up and change orders with the Guest Experience department.
• Coordinate and execute cash pick-up/delivery with armored truck service providers.
• Prepare deposit slip information and document GL account information and business explanation of all deposits.
• Organize and maintain all on-hand cash and deposit information and coordinate with Accounts Receivable as needed.

Other Duties

• With applicable training serve as a backup for Accounts Receivable and Payroll.
• Other duties as assigned

Qualifications

• 3+ years of Accounts Payable operations experience required
• Associates degree in accounting or business related field preferred
• In-depth Accounts Payable knowledge in order to work independently
• Understanding of GL accounts and Debits/Credits
• Intermediate Excel skills preferred

Physical Environment:
Reasonable accommodations will be made to enable individuals with disabilities to meet the job’s essential functions. 

• While performing the duties of this job, the employee is frequently required to stand, sit, use a computer, and communicate on the phone, in person, and online meetings/calls. 
• Ability to perform repetitive motions 85% of the time.

This position is eligible for overtime pay. There are periods when additional hours and/or weekend work will be expected to fulfill business needs and the overtime hours will be paid at an overtime rate.

Under current operations, this position is expected to be partially remote and partially in the Academy office in Golden Gate Park (San Francisco, CA). Working location requirements are subject to change based on policy decisions by management and may limit or eliminate remote work flexibility in the future.

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.