Vendor Jobs

About The Position

Requirements

• 2-3 years of experience in accounting required
• Non-profit fund accounting, preferred
• Payroll processing for 100+ employees, preferred
• Accounts payables and accounts receivable
• Managing data
• Interpreting funding source regulations and grant application requirements
• Lending and finances
• Using various office machinery and equipment
• Excellent accounting skills
• Excellent critical thinking skills
• Excellent administrative capabilities
• Excellent customer services skills
• Excellent organizational skills
• Excellent listening skills
• Excellent verbal communication skills
• Excellent written communication skills
• Excellent recordkeeping skills
• Calculate rates, ratios, percentages, and proportions with a basic understanding of statistics, algebra, and geometry
• Proficient in using Microsoft Office applications and other computer software as applicable the position
• Adaptable to change
• Develop, analyze, and maintain statistical records
• Display tact, discretion, and sound judgment
• Handle frequent disruptions
• Prioritize and coordinate work activities
• Read, analyze, comprehend, and apply written procedures
• Work independently
• Detail-oriented
• Associate’s degree in accounting or relevant field or equivalent combination of education and experience.
• Must pass required background checks
• Must have reliable transportation

Nice To Haves

• Non-profit fund accounting
• Payroll processing for 100+ employees

Responsibilities

• Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
• Reconciles processed work by verifying entries and comparing system reports to balances.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
• Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase order, contract, invoice, or payment discrepancies and documentation.
• Ensures credit is received for outstanding memos.
• Issues stop-payments or purchase order amendments.
• Pays employees by receiving and verifying expense reports and requests for advances; preparing checks.
• Maintains accounting ledgers by verifying and posting account transactions.
• Verifies vendor accounts by reconciling monthly statements and related transactions.
• Maintains records by scanning and filing documents.
• Disburses petty cash by recording entry and verifying documentation.
• Ensures that vendors have tax exemption documentation and that the Agency is not charged sales tax.
• Monitors copy count on shared photocopier equipment.
• Postage meter readings.
• Enters customer payment information into vendor databases.
• Performs all activities necessary to process biweekly payroll in a timely manner.
• Maintains accurate payroll records and employee files, in conjunction with HR, including reconciliation of payroll accounts.
• Completes and submits Unemployment Reports, Wage Verifications, Garnishments and Levies.
• Performs other related activities and ad hoc reports, as required, to assure program success.
• Works closely with Human Resources to ensure accurate benefit deductions and record keeping.
• Prepares various payroll and management reports and journal entries.
• Responds to employee inquiries and requests regarding payroll matters.
• In consultation with appropriate staff, prepares all requests for proposals and invitations to bid; works with staff to evaluate responses; makes a recommendation to the Finance Director/CFO.
• Verifies purchase requisitions by comparing items requested to master list; clarifying unclear items; recommending alternatives.
• Establishes relationships with vendors in order to ensure the Agencies expenditures are fiscally responsible.
• Forwards available inventory items by verifying stock; scheduling delivery.
• Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department.
• Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders.
• Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers.
• Authorizes payment for purchases by forwarding receiving documentation.
• Keeps information accessible by sorting and filing documents.
• Provides purchasing planning and control information by collecting, analyzing, and summarizing data and trends.
• Processes education benefits (tuition reimbursements).
• Arranges travel accommodations for staff to include hotels, flights, rental, etc.
• Maintains records by scanning and filing documents.
• Prepares monthly invoices for all program areas.
• Posts payments by recording cash, checks, and credit card transactions.
• Posts revenues by verifying and entering transactions form lock box and local deposits.
• Updates receivables by totaling unpaid invoices.
• Maintains records by scanning and filing invoices, debits, and credits.
• Verifies validity of account discrepancies by obtaining and investigating information.
• Resolves valid or authorized deductions by entering adjusting entries.
• Resolves invalid or unauthorized deductions by following pending deductions procedures.
• Resolves collections by examining payment plans and payment history; coordinating contact with funding sources.
• Summarizes receivables by maintaining invoice accounts; coordinating monthly transfer to accounts receivable account; verifying totals; preparing report.
• Administers MaineCare portal.
• Codes or screens invoices for correct coding; processes invoices for payment.
• Reconciles balance sheet accounts; prepares adjustments to accounts as necessary.
• Works with the Finance Director/CFO to periodically review fiscal policies and update as necessary.
• Assists with maintaining the departmental financial systems; prepares journal entries and makes adjustments to general ledger as needed.
• Maintains accurate accounts payable records.
• Interprets and prepares various financial reports both within the Agency and outside funding sources.
• Works on and manages financial contract work, as assigned by senior leadership.
• Performs additional duties as assigned.