AP/AR Specialist in Anza, California at Cahuilla Band Of Indians

Summary:

The AP/AR Specialist processes the Tribe's accounts payable and accounts receivable in Sylogist Mission ERP (Business Central). The position prepares vendor setup requests, enters and matches purchase invoices, prepares payment journals and check runs, bills customers and records deposits. This is an entry-level position with on-the-job training. The position prepares; it does not approve, post or release. Authorized finance staff review and release every payment.

Essential Duties and Responsibilities:

Accounts Payable:

• Prepares new vendor and vendor change requests with a current IRS Form W-9 and a SAM.gov exclusion check, for review and approval by the Senior Accountant.
• Enter purchase invoices and matches each to the approved purchase order and receiving record (three-way match) before payment.
• Codes each invoice to the correct fund, department and general ledger account, and to the award where the cost is grant-funded.
• Resolves invoice discrepancies with vendors and Tribal departments.
• Prepares payment journals and check runs for review and approval.
• Processes voided and reissued checks as directed by the Senior Accountant, with documentation for each void.
• Maintains 1099 information on vendor cards during the year and assists with year-end Form 1099 preparation.
• Other duties as assigned.

Accounts Receivable & Cash Receipts:

• Prepare customer invoices, including cultural monitoring invoices and gaming facility license fee invoices.
• Records cash receipts, keeps the deposit log and prepares cash receipt journals and deposit entries.
• Prepares the customer aging and follows up on past-due balances.

Month-end close and audit support:

• Reconciles the vendor aging to general ledger account 201000 Accounts Payable and the customer aging to the receivable control accounts each month and prepares accrual support.
• Pulls invoices, approvals and payment support for auditor selections.
• Files and retains accounts payable and accounts receivable records under the Tribe's records retention requirements.
• Performs other related duties assigned by the Senior Accountant or the Finance Director.

Segregation of Duties:

• Has no authority to change the vendor master without the Senior Accountant's approval.
• Does not approve, post or release payments.
• A second person reviews cash receipts and deposits. Billing adjustments and write-offs require the Finance Director's approval.

Supervisory responsibilities:

• No supervisory responsibilities.

Required knowledge and skills:

• Communication skills by conveying timely and excellent verbal and written skills.
• Computer skills: proficient with data entry, Microsoft Excel and other MS Office programs (Outlook, Word, Access, PowerPoint, SharePoint, OneDrive, etc.).
• Organizational skills must effectively manage time management to prioritize assignments, lead, motivate, plan, and handle multiple tasks with attention to detail and problem-solving skills.
• Interpersonal skills include building rapport, establishing relationships, engaging, and efficiently partnering with people across all levels of the organization and membership.
• Analytical and problem-solving skills must be naturally curious and action-oriented individuals, able to conduct complex relationships and analyze incidents to ascertain the root causes with a proactive response.
• Knowledge of the culture, customs, traditions, history and government of the Cahuilla Band of Indians is a plus
• Knowledge of basic bookkeeping and accounts payable and accounts receivable procedures, or the ability to learn them through on-the-job training.
• Ability to follow written procedures and internal controls over payments and cash receipts.
• Ability to keep vendor, customer, and payment information confidential.

Physical Requirements/Working Environment Schedule:

• Work schedule is 40 hours per week. This is a full-time in-person position (Monday-Friday, 8:30 AM TO 5:00 PM).
• Tasks are performed mostly indoors in an office environment.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Sit, stand, and walk for up to 8 hours per day.
• Position may require lifting 50-100 lbs.
• Exposure to natural weather conditions may occur while performing in/outdoor duties, including evening and/or weekends as needed.
• This position description may not include all the listed duties, nor do all the listed examples include all tasks which may be found or assigned.
• Position requires regular and reliable in person attendance.
  

Minimum Qualifications: (To qualify for this position, all minimum qualifications must be met by the closing date of this announcement.)

• Education: Minimum of HS Diploma or GED. Associates degree in accounting is a plus.
• Experience: Minimum of one year of bookkeeping, accounts payable, or accounts receivable experience. Experience with accounting software including Microsoft Dynamics 365 Business Central or Sylogist Mission ERP is preferred but not required.
• Cahuilla Federally Recognized Native American preference applies.
• Must Possess a valid CA state driver's license.

Background Clearance Requirements:

• Successfully pass background investigation
• pre-employment drug screening and subject to random throughout.
• Insurance eligibility under our vehicle coverage.