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Accounts Receivable Bookkeeper

Staatsburg, NY 12580

Posted: 09/07/24 Employment Type: Temp To Perm Industry: Accounting Job Number: 15515

Job Description

Job Title:  Accounts Payable Bookkeeper
Pay:  $18.12 - $21.77 / hour BOE
Job Location:  Staatsburg, NY
Job Type:  Full Time, Temp to Perm
Schedule:  Monday - Friday 8am-4:30pm

SUMMARY:  
 The Accounts Payable Bookkeeper reports directly to the Accounts Payable Supervisor and is responsible for recording all financial liabilities (exclusive of payroll) on a timely basis in order to monitor and comply with the predicted cash flow for the period.  Also acts as a back up to the other Accounts
Payable Bookkeeper.                              
 
QUALITY OF LIFE EXPECTATION FOR ALL STAFF:
To actively further the agency’s mission to optimize quality of life (QofL) for individuals served by monitoring and implementing systems that promote the QofL of the individuals in our care. 
 
Task #1:
 Record agency liabilities for all goods and services, excluding payroll for vendors A-J.  The other Accounts Payable Bookkeeper will be responsible for vendors K-Z.
 
Standards:
 Review all supply requisitions, check requests and invoices for proper authorization and supporting documentation.
  • Review all vendor invoices and statements for accuracy and follow up with appropriate vendor when necessary.
  • Review all invoices to ensure that goods were received and/or that services were rendered.
  • Process invoices and check requests into the accounting software using the correct general ledger account and cost center codes.
 
Task #2:
 Issuance of Purchase Orders-Act as back up to the Junior Accountant for this function
 
Standards:
Supply Requisitions are reviewed to ensure that all information is completed and proper authorization is evident.
  • Completed supply requisitions are forwarded to the Controller for review and approval.  In the absence of the Controller, the Chief Financial Officer (CFO) or designee will be responsible to approve supply requisitions.
  • Supply Requisition information is entered into the accounting software to create a Purchase Order.
  • Purchase Orders are prepared once per week.
  • The Accounts Payable Bookkeeper is responsible for distributing the purchase order copies to the appropriate parties.
  • The Fiscal office copy of the purchase order is maintained by the Accounts Payable Bookkeeper for open purchases until the receipts and/or invoices are received to verify purchase.
 Task #3:
 Responsible for cash disbursements.  This is a shared task between both Accounts Payable Bookkeepers.                                           
 Standards:
Ensure that all invoices and checks requests have appropriate approval prior to payment.
  • Schedule payments Net 30 or according to Controller’s instructions.
  • Prepare checks on a weekly basis.
  • Obtain proper signatures on checks to be distributed or mailed.
 Task #4:
Responsible for processing manual payments for invoices paid by ACH payment.  This is a shared task between both Accounts Payable Bookkeepers. 
 
Standards:
ACH Payment must be recorded in the accounting software within 24 hours after receipt of the invoice and banking information.  Follow same procedures listed in Task #1.  

Task #5: 
Maintain Vendor Cards, Open Check Log and sign out sheets for agency credit cards and store credit cards.  Act as back up to the Junior Accountant.
 
Standards:
  • Maintain sign in and out sheets on vendor cards.
  • Follow up with staff when necessary. 
  • Maintain the open check log and print once per week to track outstanding checks.
 
Task #6:
 Process credit card requests as per SOP procedure FS-09 and act as back up to reconciling purchasing cards. Act as back up to the Junior Accountant.
 
 Standards:
  •  Credit card requests are done once per week, usually on Friday’s.
  • Review all credit card requests upon receipt and obtain all the necessary approvals before request is processed.  
  • Assure that expenditures are agency related expenses.  
 Task #7:
 Assist in maintaining audit schedules during the year. This is a shared task between both Accounts Payable Bookkeepers.     
 
Standards:
  •  The Accounts Payable Bookkeeper will assist in the preparation on any analyses such as account reconciliations that are related to expenditures of the agency on an as needed basis.  
Task #8:
 Assist in preparation of year-end IRS filings for 1099 vendors.  This is a shared task between both Accounts Payable Bookkeepers.    
 
Standards:
  •  Maintain all vendor records during the year including taxpayer identification numbers as well as addresses on existing and new vendors.  
Task #9:
 Assist with maintaining Fiscal office files; permanent and storage.  
 
Standards:
  •  The Accounts Payable Bookkeeper will assist in maintaining the Fiscal files of the agency within a fireproof medium.  
  • File paid invoices on a timely basis.
 Task #10:
 Assist with completing IRA Personal Allowance (PA) audits and Campus audits.
 
Standards:
  •  Schedule appropriate time with A/R bookkeeper (not to conflict with A/P duties) and complete audit at specified Adult Services house.    
Task #11:
 Assist with the bi-weekly reconciliation of program recreation monies.
 
Standards:
  • Prepare bi-weekly cash envelopes and all related worksheets for activity money.
  • Reconcile the receipts handed in bi-weekly
  • Complete a reimbursement voucher for account reimbursement
 REQUIREMENTS:
 
Associates degree in Business Administration or Accounting, or 3 years of related experience or combination of both.
 
This position description in no way states or implies that the responsibilities listed are the only duties to be performed by the person filling this position.  The person in the position may be required to perform other duties as necessitated by the situation or requested by his/her supervisor.
 
 
 

 
 
 
 
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About Staatsburg, NY

Ready to embark on an exciting career journey in Staatsburg, New York? This charming Hudson Valley town offers a perfect blend of natural beauty, rich history, and vibrant culture that will energize your professional growth. Imagine working in a region surrounded by breathtaking views of the Hudson River, historic landmarks like the Staatsburgh State Historic Site, and a thriving arts scene with galleries showcasing local talent. Staatsburg's proximity to renowned theaters, mouthwatering culinary delights ranging from farm-to-table restaurants to food trucks, and easy access to outdoor adventures in Mills-Norrie State Park make it an exceptional place to live, work, and thrive. Explore our job listings today and discover the opportunities waiting for you in this captivating region!

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