AP/AR Specialist

$45,000 - $51,000/Yr

The People Concern - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Accounts Payable/Receivable Specialist will be an integral part of the Finance Department at The People Concern, responsible for supporting the operational needs of the organization. This full-time position is based at the Arlington Administration Headquarters in Los Angeles, CA, and operates on a Monday to Friday schedule from 8:30 AM to 5:00 PM. The specialist will handle a variety of tasks related to accounts payable and receivable, ensuring that all financial transactions are processed accurately and efficiently. Key responsibilities include reviewing invoices, petty cash, credit card expense forms, and check requests to ensure proper documentation and approval. The specialist will enter invoices and payments into the accounting system, prepare and process deposits, and assist with check reconciliations and monthly journal entries. Additionally, the role involves acting as a liaison between vendors and the agency, maintaining electronic and paper filing systems for AP and AR reports, and assisting with the annual audit and various funder and grant billing audits. The ideal candidate will possess a strong understanding of accounting principles, particularly in a non-profit setting, and will be able to apply funder and contractual compliance requirements. The position requires excellent communication skills, the ability to manage multiple tasks, and a commitment to maintaining confidentiality and professionalism in all interactions. The work environment is office-based, with occasional requirements to travel to different agency sites, and may involve working in busy and loud environments.

Responsibilities

• Review all invoices, petty cash, credit card expense forms, check requests, and cash receipt documents for appropriate documentation and approval.
• Correctly enter all invoices and payments against accounts receivable in the accounting system.
• Prepare and process deposits including matching and reconciling payments to invoices.
• Learn the organization's program coding and provide assistance and reference to other departments.
• Contact employees and departmental supervisors for clarity on missing data.
• Collect W-9 Forms and other applicable contracts related to new vendors for entry into the accounting system.
• Allocate costs using the approved cost allocation plan schedules.
• Assist with check reconciliations and monthly journal entries.
• Make any coding revisions and obtain approvals as needed.
• Act as liaison between vendors and the agency; answer all vendor inquiries.
• Maintain all electronic and paper filing of AP and AR reports, spreadsheets, and files; including scanning and attaching invoices or deposits to accounting system transactions.
• Assist in month end closing by ensuring all ordinary accounts payable, credit card payables, and cash receipts are entered in the accounting system.
• Prepare analysis of accounts as requested; perform filing and copying as required.
• Process check requests outside the normal accounting cycle as requested.
• Assist with the annual audit and various funder and grant billing audits and any other necessary reports on organizational functions.
• Prepare journal and post journal entries as necessary.
• Assist in reconciling and maintaining petty cash accounts.
• Assist with bank reconciliations.
• Other duties as assigned.

Requirements

• Bachelor's degree in accounting or business related field preferred; education requirements may be substituted with comparable work experience.
• Experience working in a Finance Department and thorough understanding of Accounts Payable and Receivable functions and systems.
• Experience in Non-profit accounting and with agencies preferred.
• Ability to understand and apply funder and contractual compliance requirements.
• Ability to perform mathematical and data processing tasks rapidly and accurately.
• Ability to understand cost allocations and government grant requirements.
• Experience with travel and expense processing, reporting, and credit card integration.
• Basic understanding of accounting and financial systems best practices, and use of accounting software.
• Computer skills with proficiency in Microsoft Office Software (Outlook, Word and Excel).
• A self-starter, with ability to coordinate multiple projects/tasks at once.
• Excellent verbal and written communication skills, and interpersonal skills.
• Possess problem solving and conflict resolution skills and exercises professional judgement.
• Flexible, adaptable, and capable of working in a fast paced, professional environment.
• Maintain and execute confidential information using HIPAA standards.
• Covid-19 vaccinated and boosted or with a medical/religious exemption.

Nice-to-haves

• Experience in non-profit accounting and with agencies preferred.
• Basic understanding of accounting and financial systems best practices.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Retirement Planning (403b) & Matching
• Paid Holidays
• Paid Vacation Days
• Paid Sick Days
• Employee Assistance Plans (EAP)
• TELUS Health
• Flexible Spending Account (FSA)
• Basic Life / Accidental Death & Dismemberment (AD&D)
• Voluntary Short- and Long-Term Disability
• Voluntary Pet Insurance
• Discounts on Hotels, Theme Parks, Concerts, Movies, Restaurants & More
• The People Concern University & Certificates
• Corporate Discounts