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International Medical Corps is an Equal Opportunity Employer.

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19-201: AP Specialist
Country:Los Angeles, CA
Department:Finance
  
Essential Job Duties/Scope of Work:

POSITION DESCRIPTION
TITLE: ACCOUNTS PAYABLE SPECIALIST

LOCATION:              Headquarters Office, Los Angeles, CA

SUPERVISOR:         Accounting Supervisor

 

SUMMARY:

Using established guidelines; this position is responsible for the timely and accurate processing of Accounts Payable invoices and associated tasks to ensure the correctness of management reports

 RESPONSIBILITES: 

  • Process all Accounts Payable invoices in accordance with established company guidelines.   
  • Review vendor invoices or other payment requests for accuracy, appropriate authorization and supporting documentation  
  • Assign Vendor code (on check requests) for payments to existing vendors  
  • Compile documents required to setup a new Vendor (W8, W9, etc.)  
  • Ensure that invoices are properly noted when received, entered, posted, paid, and mailed.  
  • Follow-up on all past due amounts indicated on vendor invoices.  
  • Reperform all manual calculations for correctness and attach calculation tape for support of the amount payable.  
  • Code invoices with accurate cost distribution  
  • Submit invoices and Print Held Journal report to the Sr. Accountant for review and approval.  
  • Enter invoices for the weekly check run. 
  • Mail checks processed in the weekly check run by no later than 5 p.m. Friday, including all remittance stubs to ensure proper application of IMC’s payments.   
  • Research all vendor statements immediately upon receipt.   
  • Organize and file all invoices and checks to properly maintain an orderly and accurate filing system. Filing should be done on a daily basis.  
  • Scan and file documents for all Accounts Payable payments.  
  • Performs monthly review of checks/wires paid to ensure invoices are available on file. If payments are based on pro-forma invoices, maintains listing of pending invoices and follows up on missing documents  
  • Responsible for monthly reconciliation of corporate Accounts Payable and Accounts Receivable (including employee receivable) accounts

 

  • Monthly prepaid and deposit expense allocations and reconciliations.

 

  • Provide copies of all invoices charged to fixed assets to the Staff Accountant, for supporting of the monthly expense allocation.

 

  • Maintain the monthly general journal books of record; check copies binder, and consultants file.

 

  • Maintain and performs regular review of W8/W9 forms to ensure all tax related data is available on file, at any time

 

  • Maintain contracts file in support of the annual 1099 reporting.

 

  • Handle confidential information with the highest degree of integrity. 

 

  • Complete special projects and miscellaneous assignments as required. The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

 

           

SUPERVISORY RESPONSIBILITIES:

 

            None

 

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I acknowledge receipt of this job description.                                    Date

Qualifications:

QUALIFICATION REQUIREMENTS:

 

To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • 2 years AP/AR experience
  • Well organized and detail oriented
  • Flexible
  • Willing to learn and grow
  • Ability to work under pressure
  • Cooperative and willing to assist others
  • Communicative
  • Team player
  • Proficiency in excel and
  • Degree in Accounting preferred but not required

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