The Optical Society (OSA) is recruiting for an Accounts Payable Coordinator. This individual coordinates the accounts payable process, reviewing invoices and payment requests, corresponding with internal stakeholders and vendors to verify and clarify payment information, maintaining vendor records in the ERP system and researching outstanding items.
Upload invoices into PN3, input payment information and route pending payments to internal stakeholders for coding and approval.
Review stakeholder approved invoices and payment requests for proper coding and support documentation, such as authorizations/contracts, completed W-9/W-8 forms, and approvals. Resolve issues before approving invoices for payment and AP edit review.
Provide to the senior accountant or senior accounting manager (or designated Finance staff) weekly AP edit reports to review vouchers for payment. Resolve issues noted during AP edit review and update vouchers as necessary before checks are printed. Generate and send the positive pay file to the bank. Print and mail vendor checks.
Distribute incoming mail to finance staff. Promptly research and respond to incoming calls and e-mail correspondence from vendors and stakeholders concerning payments and transactions. Escalate issues as appropriate.
Resolve vendor account discrepancies by researching and reconciling statements and payment transactions.
Research outstanding checks and issue stop payments, void payments, and reissue checks as appropriate.
Reconcile accounts payable, journal productions costs, and perform reconciliations as assigned.
Receive and distribute OSA corporate credit card statements to card holders on a monthly basis.
Review 1099 information quarterly for accuracy and prepare and distribute 1099’s at year end. Prepare journal entries to correct noted issues.
Maintain master vendor records in the ERP system, ensuring that records are updated and minimizing duplicates. Verify that new vendors are setup with required IRS documentation.
Adhere to established internal controls, identify and recommend procedures to enhance controls as necessary. Keep vendor and organizational information confidential.
Cross-train with other Finance team members to process TERs (travel and expense reimbursements) and international wires.
Other duties as assigned to support general ledger functions.
EDUCATION AND EXPERIENCE:
Four year college degree
Three to five years direct work experience
SKILLS AND ABILITIES:
Computer skills: Proficiency with Microsoft Office (Excel, Word and PDF)
Experience with Dynamics SL and PN3 Payables preferred
Demonstrated accuracy with high volume data entry
Applies good judgment to resolve or escalate issues
Strong customer service orientation and excellent telephone and email etiquette
Located in the Dupont Circle neighborhood of Washington, DC, OSA offers a competitive salary and excellent benefits. Please send your resume and cover letter with salary requirements to firstname.lastname@example.org.
Founded in 1916, The Optical Society (OSA) was organized to increase and diffuse the knowledge of optics, pure and applied; to promote the common interests of investigators of optical problems, of designers and of users of optical apparatus of all kinds; and to encourage cooperation among them. The purposes of the Society are scientific, technical and educational.