Accounts Payable/Purchasing Specialist

Poughkeepsie, NY
Full Time
Administration
Experienced

Join a team that supports our staff in their work to support our communities right to thrive.

 

Title: Accounts Payable/Purchasing Specialist

Salary: $21.53 - $23.32 per hour      

Supervisor: Associate Director of Finance

Status: Non-Exempt, Full-Time, 40 hours weekly

 

Function:

The Accounts Payable/Purchasing Specialist is responsible for purchasing and accounts payable functions for all agency departments and programs. In this role you will maintain accounting records and internal controls, in accordance with generally accepted accounting principles and strict adherence to agency fiscal policies and procedures. Manage processing of purchasing, vendor payments, and maintain related systems and vendor relationships. Perform assigned duties independently and as part of the Finance team.

 

Job Requirements:

  • Minimum of 3 years of experience in accounting/accounts payable field
  • Associate’s degree in accounting preferred
  • Not-for-profit experience preferred 

 

Other Requirements:

  • Understanding and ability to apply math and accounting concepts
  • Computer skills; especially accounting software and Microsoft Excel
  • Ability to learn and work within agency procedures and guidelines
  • Strong interpersonal, verbal, and written communication skills
  • Ability to work cooperatively and efficiently to meet deadlines
  • Strong administrative and organizational skills

 

Benefits:

  • Medical, dental, and vision coverage.
  • 403(b) retirement plan with employer match up to 5%.
  • Generous paid vacation, holiday, sick and personal time package (2 weeks’ vacation in first year, 13 paid holidays per year, 12 sick days per year and 4 personal days per year).
  • Access to Family Services’ Compassionate Leave Program where employees can donate/receive unused time off.
  • Group term life and long-term disability insurance.
  • Supplemental life insurance & accidental death and dismemberment coverage (AD&D).
  • Supplemental insurance through Aflac.
  • Employee assistance program (EAP).
  • Pet insurance.

 

Our mission is to bring people together to find the support they need, improving their lives and communities, and building a stronger, safer Hudson Valley.

 

Our Agency Values

Integrity - Being honest and trustworthy

Compassion – Extending empathy and understanding to others

Hope - Believing in the strength of the human spirit and heart, to emerge and thrive in the face of challenge

Diversity – Promoting a vison of community comprised of wide-ranging assets

Respect - Treating all individuals with dignity and without judgement

Community - Recognizing and reinforcing the importance of our world as being comprised of people of differing strengths and perspectives

Justice – Promoting social and economic equity and fairness

Quality – Striving for excellence in every aspect of our work

 

Job Responsibilities: 

Processing of Accounts Payable:

  • Sort, assemble and verify accuracy of invoices and check requests
  • Route invoices to proper authority for approval
  • Process vendor invoices following company procedures, ensuring consistent and accurate coding
  • Generate weekly AP batches and cash requirements report with supporting documentation for review by the Associate Directors of Finance or designee
  • Pays vendors by monitoring discount opportunities; verifying federal id numbers; scheduling and preparing checks/ACH; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos.
  • Maintain an accurate filing system for source documents (physical and electronic filing)
  • Verifies vendor accounts by reconciling monthly statements and related transactions
  • Maintain the vendor files to reflect accurate and updated information including executed contracts, credit applications, terms, tax exempt forms

Purchasing:

  • Responsible for securing and maintaining positive working relationships with internal staff and external vendors
  • Purchase equipment and supplies for agency. Ensure receipt (including confirmation follow-up) and verify charges prior to processing payment
  • Assume responsibility for deliveries to main facility and distribution to appropriate departments
  • Maintain and catalog accounting forms for various programs. (e.g. cash receipt books)
  • Monitor and report on various agency liabilities (i.e. copier leases, space leases)
  • Conduct and document approved Credit Card purchases, follow-up with purchasing cardholders to retrieve approval documentation and receipts to reconcile statements

Other Duties as assigned (which include but are not limited to):

  • Assist in various office functions, including opening/sorting mail, preparing bank deposits
  • Support Grant Administrator’s in providing supporting documentation for required reports
  • Send W9 to contractors for signing and assist in preparation of annual Form 1099 returns to be filed with the IRS
  • Complete projects assigned by supervisory personnel

 

Competencies:

  • Understanding of a computerized accounting system and navigating vendor websites
  • Proficiency in computer software, i.e. Microsoft Office Suite (Excel), Microsoft OS, Internet Browsing, and Accounting Software preferred
  • Exercise ethical standards and professionalism
  • Be resourceful to track any missing information to complete assigned tasks in conjunction with input from other internal departments 

 

#INDAD

Work Environment:

  • Finance Department Office, 29 North Hamilton St Poughkeepsie, NY 12601.

Family Services, Inc. complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@familyservicesny.org.

We are an equal opportunity employer and our goal is to be a diverse workforce representative of the community we serve. Family Services, Inc. follows federal, state, and local laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.

Must be authorized to work in the United States without work sponsorship.

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