Accounts Payable Specialist

Job Description:

SUMMARY

Under the supervision of the controller, this position is responsible for maintaining & processing Accounts Payable for the Tribal Government.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES

• Organize incoming invoices and statements and purchase orders and prepare for entry into computerized accounting system. This includes matching invoices with purchase orders, ensuring appropriate approval is obtained, accuracy of coding, and appropriate supporting documentation.
• Assist with weekly check run processes including but not limited to: Invoice data entry into computerized accounting system, post to general ledger daily, generate checks/EFTs/ACHs, and affix checks to supporting documentation in preparation for signature; stuff and mail.
• Reconcile monthly vendor research missing invoices and receipts; Correct and resolve discrepancies with vendors.
• Maintain files for unpaid and paid invoices in an organized manner; maintain system to ensure timely payment of all invoices; maintain W-9 information, when required for 1099 purposes.
• * Backup to Travel, Credits Cards and other General ledger tasks as directed.
• Accurately maintain PO’s by ensuring documentations attachments and transferring data to Finance system and properly closing PO’s upon completion or expiration.
• Communicate verbally or in writing with Tribal personnel or vendors regarding missing supporting documentation or charge codes.
• Research and respond to vendor and Tribal departmental personnel inquiries.
• Research monthly outstanding check lists for stale-dated, voids or replacement checks.
• Responsible for maintaining Vendor files in a paperless and/or hard copy systems.
• Prepare annual 1099 tax statements and mail to vendors.
• Prepare monthly journal entries for employee benefits payments.
• Maintain appearance standards as outlined in CTCLUSI policies.
• Must be able to interact with Tribal members and the general public in a courteous, professional, and efficient manner.
• Communicate effectively both orally and in writing.
• Maintain a good attendance record.
• Other duties as directed by management.

WORKING CONDITIONS & ENVIRONMENT

• The noise level in the work environment is usually moderately quiet.

PHYSICAL & MENTAL DEMANDS

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• Must be required to push, pull, lift, and/or carry up to 40 pounds

Experience and Skills:

MINIMUM JOB REQUIREMENTS

• Must be at least 25 years of age.
• Valid Oregon driver’s license, adequate transportation, and eligibility to operate GSA vehicles required. This position may include providing transportation for Native and non-Native American clients in tribally owned motor vehicle(s).
• Must possess a High School diploma or GED equivalent.
• Minimum 3 years Accounts Payable experience with a tribal organization.
• Must be proficient in a window-based computer system; Microsoft Office.
• Experience with Abila MIP accounting software, Paylocity Payroll, Microix Purchase order systems a plus.
• Must be highly organized, with the ability to work with varying levels of personnel, both internal and external with the tribe.
• Ability to manage multiple tasks and discern priorities
• Exceptional customer service skills.
• Detail oriented with outstanding work ethic in a fast-paced work Environment.
• Ability to communicate with vendors and customers regarding account status and related transactions in a professional, courteous and prompt manner.
• Must possess reasonable ability to communicate in English.
• This is a non-covered position and will be subject to pre-employment drug testing and criminal history background check.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.

PREFERRED QUALIFICATIONS

• Associate degree in accounting.

JOB LOCATION
Tribal Administrative Office
1245 Fulton Avenue
Coos Bay, Oregon 97420