Lead AP Analyst

Overview: Ensure that the organization has the materials and services needed to function on a day-to-day basis; negotiates vendor terms, prices and schedules delivery using knowledge of budget and schedule requirements in a timely and professional manner in compliance with State & Federal rules and regulations.

Duties and Responsibilities:

§  Ensures timely processing of vendor invoices and payments

§  Heavy involvement with check requests and related expense allocations.

§  Reviews all check requests for required information and codes checks in accounting system before forwarding to Associate Director of Accounting/ EVP Finance for approval.

§  Issues payment after signature by the EVP Finance.

§  Maintains AP aging file to ensure that invoices do not age past 90 days

§  Assists with preparation of Escheat file for outstanding checks.

§  Files check packet in appropriate vendor file, copies as needed to program files, and updates master billing spreadsheets.

§  Maintains all supporting documentation of agency purchases within vendor files as well as in program files.

§  Assists other agency staff in preparing check requests.

§  Works with vendors for proper set-up in company accounting system.

§  Obtains, verifies, and maintains W-9 forms for vendors.

§  Assists in the compilation of annual 1099 tax form preparation.

§  Compiles monthly closing folders for review by the Associate Director of Accounting in a timely manner.

§  Evaluates cash needs and recommends amounts to transfer from appropriate sources as part of overall agency cash management plan.

§  Assist with purchasing the highest quality merchandise at the lowest possible price and in correct amounts.

§  Assist with preparing purchase orders, solicit bid proposals and review requisitions for goods and services.

§  Research and evaluate suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history.

§  Take a lead role in monitoring and analyzing departmental budgets for their user department

§  Maintain procurement documents.

§  Solicit written and telephone quotations.

§  Monitor and follow applicable laws and regulations.

§  Assist with negotiating, or renegotiating, and administer contracts with suppliers, vendors, and other representatives.

§  Monitor shipments to ensure that goods come in on time, and in the event of problems trace shipments and follow up undelivered goods.

§  Confer with staff, users, and vendors to discuss defective or unacceptable goods or services and determine corrective action.

§  Evaluate and monitor contract performance to ensure compliance with contractual obligations and to determine need for changes.

§  Stay up-to-date on marketing and pricing trends.

§  Write and review product specifications, maintaining a working technical knowledge of the goods or services to be purchased.

§  Formulate policies and procedures for bid proposals and procurement of goods and services

§  Performs quality management/assurance activities.

§  Other tasks as assigned by the Associate Director of Accounting.

Education, Experience, Licensure/Certification and Skills/Abilities Related Requirements:

Bachelor’s degree in accounting (or equivalent combination of education and relevant experience with two years’ procurement experience required. Familiarity with basic computer systems and the ability to utilize various software efficiently is required.  Should be an accomplished and decisive negotiator and buyer with good analytical and math abilities.  Must be able to work independently with little direction, analyze situations accurately and adopt an effective course of action, meet schedules and timelines, plan and organize work, work confidentially with discretion, and communicate effectively both orally and in writing.  A strong foundation in fund accounting required.