Accounts Payable Clerk

Maryland Zoo•Baltimore, MD

1d•Onsite

About The Position

The Accounts Payable Clerk works directly with the CFO in support of the Accounting Department functions. The Accounts Payable Clerk will assist with processing of Accounts Payable, administering purchasing cards, tracking capital projects, petty cash, and other administrative duties, as assigned. As a member of the Accounting Department, this position will support other finance related processes, including cash room tasks, cash deposits, and document retention management. Additionally, the Accounts Payable Clerk will support the Zoo's mission to save wildlife and protect wild places and contribute to its environmental, social, governance sustainability, conservation, education, and DEAI (Diversity, Equity, Accessibility, and Inclusion) goals.

Requirements

1-2 years Accounting Experience
Accounting Associates or Accounting Certificate Preferred
Minimum of one year of accounting experience with familiarity of the general ledger system
Proficiency with Microsoft Office software, including Microsoft Outlook, Excel, and Word
Proficiency with Blackbaud FE NXT accounting software
Experience with account reconciliations, VLOOKUP, pivot tables, and account analyses
Must be able to remain active for an eight hour shift
Must be able to sit upright for long periods of time
Must be able to walk large areas of the Zoo as needed
Must be able to work in an outdoor weather environment in all seasons and weather, including heat/humidity, cold temperatures, and/or wet conditions
Ability to work a flexible schedule to include weekends, holidays, and special events
Must be able to exert up to 35 pounds of force to lift, push, pull, carry, or otherwise move objects
Must be able to operate a variety of office machines and equipment including two-way radio, computer, telephone, scanner, copier, fax, golf cart, and calculator

Nice To Haves

Experience in a non-profit setting
Ability to work independently in a team setting
Ability to work with individuals from a wide variety of ethnic, cultural, and economic backgrounds
Flexibility to multi-task, handle high volume and meet critical deadlines in a customer-oriented environment
Math proficiency for data analysis and preparation
Extremely well-organized
Responsible at work and meets deadlines
Strong written and verbal communications
Detail oriented
Possess excellent phone etiquette
Friendly and outgoing
Possess a positive and patient attitude
Possess excellent verbal communication skills as well as writing and math skills (i.e. addition, subtraction, multiplication, division, and percentages)

Responsibilities

Enter invoices into Accounts Payable for State Funded capital items and prepare for review by the Deputy CFO the necessary State submissions
Track Capital Project progress and completion to maintain accurate records for Construction in Progress, Fixed Assets, Retainage, Depreciation and State Funded Capital Projects
Assist Deputy CFO with financial audit preparations
Record and review all disbursements (including ACH and bank drafts) related to the Maryland Zoological Society, Inc.; ensure proper coding and ordering, appropriate supporting documentation, and authorization/approval
Simultaneous enter invoices for payment and perform a detailed review of vendor and invoice details for accuracy, discrepancies and ensure proper coding to general ledger
Analyze and review liabilities within Accounts Payable ledger to determine weekly checks to be paid and ensure checks are disbursed in a timely manner
Distribute Petty Cash reimbursements to employees after approval from Finance and submit petty cash replenishments for approval in accounting software
Distribute, collect and submit purchasing card statements monthly to CFO for review
Maintain purchasing card program by collecting purchase card agreements and tax exemption card agreements for new users, adjust and monitor credit limits as needed, and terminate accounts upon a user’s departure from the organization
Maintain an accurate and complete filing system of all accounts payable documents to include “paid” and “open invoices”
Liaison with all Department budget managers for any and all financial issues, including system training, transaction research and support
Records archive management of vendor records, including contact and contract information, W-9s, and certificates of insurance
Review Vendor account details to ensure information for IRS 1099 reporting is complete: prepare annual 1099 forms in an accurate and timely manner for the Deputy CFO’s review
Records archive management of State Funded Capital Projects including state approval letters, contracts, change orders and direct pay submissions
Review vendor list on a monthly basis and request copies of invoices for further processing
Review prepaid reconciliation and support documentation monthly and record monthly activity to general ledger
Prepare accrued expense schedule and record appropriate expenses on a monthly basis
Promote the mission of the Zoo
Perform other duties as assigned
Adhere to all policies and procedures of the Zoo
Complete all necessary paperwork related to funding and ensure the collection and remittance of all payment requests for appropriate capital projects
Respond to inquiries from vendors, customers, and employees in a professional and timely manner
Meet guidelines of the Cash Discrepancy Policy on a consistent basis
Ensure PCI compliance is met
Use GAAP guidelines for preparation of financial statements
Train new staff as directed by the Deputy CFO