Accounts Payable Clerk

General Summary: The Accounts Payable Clerk works directly with the CFO in support of the Accounting Department functions. The Accounts Payable Clerk will assist with processing of Accounts Payable, administering purchasing cards, tracking capital projects, petty cash, and other administrative duties, as assigned. As a member of the Accounting Department, this position will support other finance related processes, including cash room tasks, cash deposits, and document retention management. Additionally, the Accounts Payable Clerk will support the Zoo's mission to save wildlife and protect wild places and contribute to its environmental, social, governance sustainability, conservation, education, and DEAI (Diversity, Equity, Accessibility, and Inclusion) goals.

Essential Functions:

Primary Functions:

• Enter invoices into Accounts Payable for State Funded capital items and prepare for review by the Deputy CFO the necessary State submissions;
• Track Capital Project progress and completion to maintain accurate records for Construction in Progress, Fixed Assets, Retainage, Depreciation and State Funded Capital Projects
• Assist Deputy CFO with financial audit preparations;
• Record and review all disbursements (including ACH and bank drafts) related to the Maryland Zoological Society, Inc.; ensure proper coding and ordering, appropriate supporting documentation, and authorization/approval;
• Simultaneous enter invoices for payment and perform a detailed review of vendor and invoice details for accuracy, discrepancies and ensure proper coding to general ledger
• Analyze and review liabilities within Accounts Payable ledger to determine weekly checks to be paid and ensure checks are disbursed in a timely manner
• Distribute Petty Cash reimbursements to employees after approval from Finance and submit petty cash replenishments for approval in accounting software.
• Distribute, collect and submit purchasing card statements monthly to CFO for review;
• Maintain purchasing card program by collecting purchase card agreements and tax exemption card agreements for new users, adjust and monitor credit limits as needed, and terminate accounts upon a user’s departure from the organization;
• Maintain an accurate and complete filing system of all accounts payable documents to include “paid” and “open invoices”;
• Liaison with all Department budget managers for any and all financial issues, including system training, transaction research and support;
• Records archive management of vendor records, including contact and contract information, W-9s, and certificates of insurance;
• Review Vendor account details to ensure information for IRS 1099 reporting is complete: prepare annual 1099 forms in an accurate and timely manner for the Deputy CFO’s review;
• Records archive management of State Funded Capital Projects including state approval letters, contracts, change orders and direct pay submissions;
• Review vendor list on a monthly basis and request copies of invoices for further processing;
• Review prepaid reconciliation and support documentation monthly and record monthly activity to general ledger;
• Prepare accrued expense schedule and record appropriate expenses on a monthly basis;
• Promote the mission of the Zoo;
• Perform other duties as assigned; and,
• Adhere to all policies and procedures of the Zoo.

Communication (Internal and External):

• Complete all necessary paperwork related to funding and ensure the collection and remittance of all payment requests for appropriate capital projects; and,
• Respond to inquiries from vendors, customers, and employees in a professional and timely manner.

Management of Resources (Financial, Human Resources, Facilities):

• Meet guidelines of the Cash Discrepancy Policy on a consistent basis;
• Ensure PCI compliance is met;
• Use GAAP guidelines for preparation of financial statements; and,
• Train new staff as directed by the Deputy CFO.

Minimum Qualifications:

• 1-2 years Accounting Experience

Education:

• Accounting Associates or Accounting Certificate Preferred

Experience/Training:

• Minimum of one year of accounting experience with familiarity of the general ledger system;
• Proficiency with Microsoft Office software, including Microsoft Outlook, Excel, and Word and Blackbaud FE NXT accounting software and,
• Experience with account reconciliations, VLOOKUP, pivot tables, and account analyses.
• Experience in a non-profit setting preferred

Traits Desirable:

• Ability to work independently in a team setting;
• Ability to work with individuals from a wide variety of ethnic, cultural, and economic backgrounds;
• Flexibility to multi-task, handle high volume and meet critical deadlines in a customer-oriented environment;
• Math proficiency for data analysis and preparation
• Extremely well-organized;
• Responsible at work and meets deadlines;
• Strong written and verbal communications;
• Detail oriented; and,
• Possess excellent phone etiquette.

Hospitality:

• Friendly and outgoing;
• Possess a positive and patient attitude; and,
• Possess excellent verbal communication skills as well as writing and math skills (i.e. addition, subtraction, multiplication, division, and percentages).

Equipment:

• Must be able to operate a variety of office machines and equipment including two-way radio, computer, telephone, scanner, copier, fax, golf cart, and calculator.

Working Conditions:

• Must be able to remain active for an eight hour shift;
• Must be able to sit upright for long periods of time;
• Must be able to walk large areas of the Zoo as needed;
• Must be able to work in an outdoor weather environment in all seasons and weather, including heat/humidity, cold temperatures, and/or wet conditions;
• Ability to work a flexible schedule to include weekends, holidays, and special events; and,
• Must be able to exert up to 35 pounds of force to lift, push, pull, carry, or otherwise move objects.
• Potential exposure to zoo collection animals, non-collection animals, poison ivy and other natural occurring irritants, and stinging insects
• Potential exposure to zoonotic diseases and risk of animal attack

Benefits:

• We offer an excellent benefits package including 24 Paid Time Off Days, Sick and Safe Leave, and 2 paid holidays. Eligible for medical/dental/vision coverage as well as short- and long-term disability and life insurance. 401k with employer match.

Disclaimer:

The statements above are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified. Therefore, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change.