Accounts Payable Analyst

CIRCLE THE CITY•Phoenix, AZ

3d•Onsite

About The Position

Under the direction of the Assistant Controller, the Accounts Payable Analyst is responsible for accounts payable and receivable administration. The role includes vendor setup, invoice input, coding and routing, processing incoming payments, and maintaining accurate cash receipt records. It requires strong organizational skills and effective use of Microsoft Excel. The position supports invoice processing and approval workflows, weekly payments, month-end close and reconciliations, grant expenditure tracking, vendor records and annual 1099 filings. It also handles cash receipts, reporting, vendor and staff inquiries, process improvement, documentation, and other Finance Department tasks.

Requirements

Associate’s degree in accounting or a related field; relevant experience may substitute for the degree.
At least 2 years of experience in accounts payable or a combination of accounts payable and general accounting.
Strong understanding of the full accounts payable cycle, three-way matching, and internal controls.
Working knowledge of general ledger coding and month-end close processes.
Comfort with Microsoft Office Suite.
Functional knowledge of databases and spreadsheet tools.
Ability to work independently or collaboratively as needed.
Strong communication, critical thinking, and organizational skills.
High attention to detail and ability to manage competing deadlines.
Self-motivated and capable of handling multiple tasks.
Must be at least 21 years of age.
Ability to handle stress positively, be flexible, and multitask.
Demonstrated interest in working with an underserved population.

Nice To Haves

Experience with Sage Intacct and Tipalti.

Responsibilities

Process vendor invoices, reimbursement requests, and expense reports accurately and on time, coding them to the correct general ledger accounts, locations, and grant or program funding sources.
Review invoices for accuracy and ensure taxes are not included in accordance with the organization’s tax-exempt status; provide exemption certificates as needed.
Maintain the accounts payable schedule with current and projected invoices to support month-end accruals and accurate reporting.
Manage invoice approval workflows and follow up with approvers to keep payments moving and avoid late fees.
Prepare and process weekly check runs, apply vendor credits, take advantage of discounts, mark manually paid invoices, and resolve payment exceptions.
Respond to accounts payable questions from staff and vendors.
Support month-end close by preparing accrued expense and credit card accrual journal entries, as well as reclassing entries as needed.
Reconcile accounts payable subledger and credit card payable accounts monthly.
Partner with the Senior Accountant and Assistant Controller to track grant expenditures and help update the monthly grant funds spreadsheet.
Onboard vendors and maintain vendor master data, including W-9s, payment details, and 1099 eligibility.
Prepare and file annual 1099s.
Identify opportunities to improve accounts payable controls, reporting, and automation, and help document procedures.
Assist the Finance Department with year-end tasks.
Scan cash receipts for documentation and deposit them using the bank scanner in a timely manner.
Collaborate with other departments on requests and projects.
Communicate vendor updates and changes as needed.
Generate and deliver reports to departments as needed.
Keep confidential information protected.
Maintain job knowledge by participating in educational training opportunities.
Perform other duties as assigned.