Accounts Payable Associate - Full-time / Part-time

Position: Accounts Payable Associate

Salary: Depending on Experience

Reports to: AR/AP Supervisor

Position Summary:

The Accounts Payable Associate completes provider payments and controls expenses by receiving, processing, verifying, and reconciling attendance sheets.

Example of Duties and Responsibilities:

• Process payments to child care providers on a monthly basis based on regulations, Title 5, Management Bulletins, policies and procedures as they are updated
• Receive/sign off Child Care Service Certificates (CCSC) after verifying various contract elements including all appropriate approvals and signatures.
• Collect and calculate the number of hours on each attendance sheet or attach worksheet as needed
• Document steps taken to resolve discrepancies between actual attendance vs authorized schedule
• Follow standard procedure and existing practice in dealing with pending issues, attendance sheets that require special handling, review, and attention
• Verify the existence of CCSC in software (NoHo) and all required backup documents for premium care and special needs
• Verify provider rates against RMR on CCSC according to age groups, care time, types of providers
• Analyze care time, calculate payments based on existing CCSC, and submit payments in NoHo
• Record and maintain provider’s paid non-operation days, Best Interest days and Unexcused Absences as required
• Maintain and process the appropriate garnishment payments and garnishment deductions
• Print pre-voucher reports; double check the applicable period, amount, children, and program being paid
• Administer and execute scheduled check runs on a rotating basis and maintain check stalks
• Perform a matching process and verify address before mailing payments
• Perform check mailing processes including utilization of stuffing and postage machine, and make trips to the post office
• Generate check runs reports, check registers (digital version included), transfers, replacement checks, and distribute reports to the appropriate GL Accountants
• Respond, analyze, and resolve all areas of provider payment inquiries, payment discrepancies; and provide professional and responsive customer service according to the agency’s standard
• Research/resolve outstanding attendance records including generation/mailing of notices to providers
• Process stop payments, void checks, and replacement checks
• Process adjustments when deem appropriate and necessary
• Assist in processing administrative transfers when required
• Maintain a professional relationship with co-workers, case managers, parents, and providers
• Verify provider information associated with payments and 1099s entered in NOHO by Provider Coordinators
• Verify that a W9 is on file for each provider being paid through the 4C Council
• Generate 1099-Misc income data annually: Review, verify, and adjust accordingly before filing report
• Generate in-home minimum wage report and perform analysis to ensure payments to the providers meet Federal and local minimum wage requirement
• Maintain an organized and accessible returned 1099s file by calendar year
• Process independent contractor verification
• Provide statistical reports and analysis of individual staff accounts and workloads as required
• Perform a monthly peer audit in preparation for training, deterrence of error rate, and agency-wide audit
• Resolve and document findings from second reading and share the information with all team members
• Prepare and organize attendance sheets for scanning
• Maintain an organized and accessible filing system including year-end archives
• Participate and assist in programs and/or agency-wide audit preparation
• Cover team members with the similar duties during absences
• Additional duties, special projects, and cross-trainings may be assigned as required
• Responsible for complying with all Federal, State, and local laws and regulations, CA Education Code, Title 5 regulations, Funding Terms and Conditions for each grant, and subsequent Management Bulletins issued by the Federal and State governments as it relates to the administration of Child Development programs.

Education and/or Experience:

• Bachelors (BA/BS) from an accredited college in Accounting, Business Administration, with major course work in accounting, finance or closely related field is required
• Minimum of two (2) years of professional work experience in accounting
• Computer literacy (proficiency in Word, Excel and PowerPoint)
• Accuracy and ability to focus on details is required
• Outstanding written and verbal communication skills required
• Demonstrated successful experience organizing financial files, problem solving and multi-tasking
• Knowledge of office practices, procedures and equipment, including professional correspondence, telephone etiquette and public relations
• Ability to plan and successfully organize assignments and projects; ability to work independently and effectively with minimum supervision.
• Exercises good judgment and discretion in analyzing and problem solving
• Ability to maintain complete confidentiality of all administrative information

License and Other Requirements:

• Must possess a valid California driver’s license and access to an insured motor vehicle
• Must be willing to travel to Santa Clara County areas to facilitate assignments; must be able to travel, locally and nationally
• Must be willing to work beyond the usual work week to accomplish the job

Language Skills:

• English proficiency
• Bilingual English/Spanish is a plus