Accounts Payable Specialist


Job description

Job Title: Accounts Payable Specialist

Reports To: Accounts Payable Supervisor

Department: Accounting

Exemption Status: Non-Exempt/Hourly $19-$21 per hour

Summary: This position is responsible for administering the accounts payable functions for a portfolio of homeowner associations managed by Hammersmith®. The Accounts Payable Specialist will handle several payable accounts with multiple deadlines at any given time.
Essential Duties and Responsibilities:

  • Ensure the accuracy of accounts payable data that is entered into the accounting system.
  • Respond to accounts payable inquiries from vendors, boards, and employees.
  • Perform research and analysis of vendor and legal invoices to determine the correct coding as defined by association budgets.
  • Maintain accounts payable files.
  • Work in cooperation with the Accounts Payable Supervisor and General Ledger Accountants to resolve issues and identify areas for improvement.
  • Setup and process vendor ACH payments.
  • Reconcile Association Petty Cash Receipts.
  • Ensure that vendor is approved for payment by coordinating with the Vendor Insurance Specialist.
  • Disburse checks to vendors.
  • Process and monitor reserve payments; identify, research, and resolve any discrepancies.
  • Review all association-related invoices submitted for payment and ensure that appropriate back-up documentation exists.
  • Scan coded association invoices and payment requests to Community Association Managers; email managers scanned documents for approval.
  • Generate one check run per month (or more as needed), and provide monthly check reports for each association.
  • Attach checks to respective invoices and distribute for signature.
  • Maintain an insurance log for Association vendors.
  • Transfer/move scanned invoices to respective association payable folders.
  • Track checks sent for two signatures; verify that the number of checks sent agree with the number of checks returned with signatures.
  • Identify, track, notate, and monitor available funds for releasing checks.
  • Monitor Information Sheets for completeness and timeliness.

Knowledge, Skills, Abilities, and Other Qualifications:

  • Must possess personal values that are in alignment with those of the company: Excellence, Partnership, Professionalism, Integrity, and Life Balance
  • Knowledge of basic accounting principles
  • Skill in attention to detail, decision-making, and problem-solving
  • Skill in delivering excellent customer service
  • Skill in organization and analytics
  • Ability to read and interpret budgets, general ledgers, and financial reports
  • Ability to be professional in appearance and presentation
  • Ability to prioritize and handle multiple assignments
  • Ability to utilize different computer software programs
  • Ability to effectively communicate both verbally and in writing
  • Ability to work in a fast paced environment
  • Ability to perform duties with limited supervision
  • Ability to build strong working relationships with the Accounts Payable team

Education and Experience:

  • Minimum one year of accounts payable or related accounting experience required
  • Two-year degree in Finance, Accounting or related business field preferred
  • Experience in community management accounting preferred

Performance Standards:

  • Work to make sure the Accounts Payable Team:
  • Maintains “on-time” monthly payables completion rate of 100%.
  • Responds to all communications both internally and externally within 72 hours.
  • Ensure that all Community Insurance payments are made by their deadline with a completion rate of 100%.
  • Compile portions of PSA metric data by the received request date with 100% on-time performance.

Working Environment:

  • This position operates in a professional office setting with usage of standard office equipment.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • This position is largely sedentary and may require constant sitting with occasional standing/walking.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.