Match invoices to receiving documents/po's and follow up with personnel as needed. Disburse invoices internally for review/approval and manage their return. Encourage the use of electronic document processing and encouraging vendors to bill electronically. File and manage documents in the University’s document management software. Analyze disbursement requests against policies and communicate directly with administrators and employees. Serve as administrator for the employee credit card program: ordering new cards, providing access to appropriate general ledger accounts in the BOA credit card system, and canceling cards. Advise and train users regarding policy and processing. Calculate and generate semi-annual NC sales tax refund claim. Manage the annual NC escheats process. Take the lead on any projects associated with the accounts payable cycle. Post invoices, check requests, and reimbursements and generate accounts payable checks weekly. Reconcile data and print annually for 1099 vendors. Stay current on laws related to accounts payable, payroll, and sales tax. Manage recurring monthly journal entries and bank reconciliations. Create and run payroll and deduction reports. Oversee payroll reconciliations and ensure accuracy of all payroll processes. Compile and produce semi-monthly, temporary semi-monthly, and monthly student payroll run and reports. Complete payroll tax reporting. Oversee W-2 online support. Maintain confidential payroll and benefit deduction information, PR system, and files. Prepare annual payroll schedules. Run benefit deduction reports every month and reconcile to each benefit, correcting errors on the payroll side and sending benefit errors to Human Resources. Assist with other Business Office functions, as needed, in a back-up role and provide general support to Human Resources on payroll and benefits matters.

The Accounts Payable Specialist is responsible for managing the full payment cycle for the University including matching documents, gathering approvals, inputting invoices, and processing checks.Post invoices, check requests, and reimbursements into the software system; Generate accounts payable checks weekly. Match invoices to receiving documents/purchase orders and follow up with personnel as needed. Disburse invoices internally for review/approval and manage their return. Research vendor statements, phone calls, and discrepancies. Encourage the use of electronic document processing, including educating employees on electronic options available and encouraging vendors to bill electronically. File and manage documents in the University’s document management software. Analyze disbursement requests against current policies and communicate directly with administrators and employees. Manage the credit card reconciliation process ensuring proper documentation, support, and approval are provided for each charge according to policy. Advise and train credit card users regarding policy and processing. Calculate and generate semi-annual North Carolina sales tax refund claim. Make policy recommendations to supervisor. Consider and propose alternative processes for efficiency and effectiveness. Reconcile data annually for 1099 vendors and coordinate with the third party company for processing. Respond to follow up questions from contractors. Stay current on laws related to accounts payable and sales tax. Prepare reports and pull documentation for the annual financial statement audit and other times as requested. Assist Facilities, Office Services, Purchasing and HR as needed.

Process Accounts Payable/Receivable to include invoices, credit cards and expense payments weekly and code expenses to each program/class, prepare and make bank deposits, initiate wire transfers, maintain insurance allocation spreadsheets for accurate invoice posting, maintain and manage all financial transaction filing and storage, monitor and serve as primary contact for PO process, prepare for, schedule and lead all financial grant site visits, assist with yearly financial audits, maintain PTO system and requests, process monthly payroll for 100 employees, monthly bank statement reconciliation, monthly billing for 9 grants, month end adjusting entries, sales and use tax filings, provide analysis and historical data research during the annual budget planning process and other task as assigned by management to support department operations.

Collection of over $9 million in past due invoices, creation of over $2 million in new invoicing for 2014 maintenance renewals, contractor reconciliations, audit preparation and other task as assigned by management to support department operations

Handle Accounts Receivable function for the Association and their two pools of insurance-reconciling bank statements, posting lockbox and check transactions, recording authorize.net transactions, recording County Lines transactions, keying journal entries, renewal billing, multi pool discount billing, endorsement billing, EMS billing, membership billing, conference billing, producing customer statements, billing for the Admin/Inst value fee, billing WC for BOT expenses, WC and LP deductible billing, ASO statements, petty cash, collections, customer inquiries, debt set off, book transfers, cc machine transactions and other task as assigned by management to support department operations

Receive bills, credit card statements and employee expense reports for 66 branches and the home office, review for accuracy, route for approval, code, enter, print checks daily and mail, maintain files, balance and reconcile AP daily, scan and index invoices, investigate and resolve issues related to payments, prepare and distribute monthly financials, assist with audits, assist with 1099 reporting, process journal entries, process prepaid, sales and use tax filings, issue voids and stop payments, open and sort department mail and other tasks as assigned by management to support department operations

Reconciling accounts, posting information, processing entries, balancing general ledgers, maintain computerized financial-oriented systems, prepare correspondence, prepare reports, handle follow up phone calls on certain accounts, monitor credit sources, open and sort mail by correspondence type, scan invoices, ensure that imaged documents meet quality controls, index invoices with requisite data, validate requests for payment are within company policy, process PO and Contract invoices accurately for payment, investigate and resolve issues related to payments, assist with 1099 reporting, assist with employee inquiries and other tasks as assigned by management to support department operations.

Process timecards for Construction and Engineering employees to charge projects with their labor, weekly inventory of material transfers, process journal entries for department, set up “authority for expenditure” forms to allow Purchasing and Construction departments to proceed with expenses, monthly analysis of the variances of those projections and actual expenses, set up all Fixed Assets and locations in GP, file property taxes in all states and main point of contact for Property Accounting department.

Process payables for 8 companiesReview bills for accuracy, use Kwiktags system to image and email to approval manager, enter invoice into Great Plains system, match PO’s and enter, mail in timely keeping in mind due date, maintain files of bills paid, issue voids, create journal entries and accruals for expenses, keep current ADT log for use by other departments, research payments and credits for vendors and managers, process all manual check request for legal, tax and payroll departments, keep track of sales and use tax not charged on invoices, provide guidance and support for three other specialist and main point of contact for Accounts Payable department

Process all company payablesReview bills and employee expense reports for accuracy, obtain approvals, enter into QuickBooks/Great Plains system, issue checks on weekly basis, mail in timely manner keeping in mind due date, maintain files of all bills/expenses paid, issue voids and stop payments, create journal entries for expenses and research problems/questionsProcess claims checks for YMCA, JCO and Dental programsReceive request for check to be issued, obtain approvals, enter check into STARS system, issue checks, mail in timely manner, maintain files of all check issued, issue voids and stop payments and research problems/questionsMonth End ClosureBalance and reconcile claims and operating bank accounts, research and resolve NSF checks, make sure all recurring monthly bills have been received, balance accounts payable, responsible for creation of and actively maintain listing of fixed assets, update with new assets monthly and calculate monthly depreciation, responsible for creation of and actively maintain listing of all monthly expenses that is distributed to the Senior Leadership Team, key into QuickBooks/Great Plains all deposits and disbursements made for YMCA, JCO and Dental programs, analyze previous year expenses vs. current year expenses and budget vs. actual reports and explain any variances greater than $1,000.00, calculate daily bank interest and give amount to bookkeeper for funds transfer and assist in production and distribution of monthly financial statements to Leadership TeamInvoice and collect premiums Invoice over 520 YMCA’s/JCO’s for renewals, new business and endorsement request, keep current with aging reports and assist with collection calls Process finance agreementsCreate/revise all agreements for YMCA’s/JCO’s who wish to finance their premiums, maintain files of agreements, keep current on payments to finance company, make phone calls to collect premiums and follow up with cancellation for non payment