Accounts Payable Analyst - RFO

Job contributions and key responsibilities/ Contribuciones y Responsabilidades Clave: Invoice Processing Open and scan all mail daily and forward all invoices to RFOInvoices email box and ensure all other scanned mail is sent to the appropriate person.
Monitor and manage RFO Invoices email box ensuring all invoices are sent to email box and other information is appropriately sent to the correct person.
Meticulously review invoices for accuracy and completeness, gather proper supporting documentation, and route for required approvals.
Process all invoices and route for approvals within 24 hours of receipt.
Follow up on any invoice approval requests after 72 hours from 1st email.
Research and resolve discrepancies with vendors promptly and professionally.
Apply appropriate coding to all invoices to ensure proper entity and expense category.
Process invoices or requests for reimbursement for the family ensuring timely reimbursement into the appropriate bank account.
Process Concur (expense reimbursement) process for RFO.
Process all grants/donations for charitable organizations by the Family Foundations.
Enter invoice data accurately and efficiently into the accounting system.
Facilitate all automatic payments (credit cards, utilities, etc.
) ensuring they are properly recorded with the appropriate supporting documents in the accounts payable module.
Track, process and manage all property taxes and insurance premiums ensuring they are processed and recorded in a timely manner.
Apply appropriate coding to all invoices to ensure proper expense categorization.
Payment Processing Prepare payment batches by entity (ACH, credit card, Zelle, wire or checks), confirm available funds and request approval from the CFO.
Schedule and process payments to vendors according to established payment terms.
Utilize various payment methods (e.
g.
, checks, ACH, wire transfers) in compliance with company policies Monitor due dates and proactively manage potential payment delays to avoid penalties Actively manage conversion of check vendors to e-payments by contacting vendors and gathering the appropriate information Vendor Management Verbally confirm all electronic payment information with the vendor prior to first payment.
Ensure all W-9’s are received and set up in the vendor master prior to first payment.
Maintain and request updates for all vendor information, ensuring accuracy and completeness.
Respond promptly to any vendor inquiries and resolve issues politely and effectively.
Follows up and calls vendors on all outstanding checks aged over 30 days.
Leads the reduction of physical mail to electronic invoices/statements or online access.
Supports vendor and customer master maintenance.
Facilitates annual 1099 process in an accurate and timely manner.
Administrative Support Scans/organizes documents as necessary for RFO team (legal documents, land assets, scan documents from storage when needed) Manages offsite document storage (list of contents, box delivery to office/storage) Coordinates packages/document shipping Other Coordinate, gather and process all hourly employee (Nanny’s, ANR, etc.
) time Assist with grant administration and reporting.
Assists with the preparation of information needed to support annual audits, budgeting or tax reporting purposes.
Assist with special projects as assigned by supervisor.
Other ad hoc analysis and reporting as needed.
Maintain a high level of confidentiality and professionalism in all interactions.
Knowledge, Skills & Abilities / Conocimientos, Destrezas y Habilidades: Proficient technology skills, including Microsoft Office Suite including Excel, Word and Outlook — Sage Intacct experience preferred Strong written and oral communication skills to effectively communicate with all levels of management Ability to work independently and as part of a team.
Strong organizational skills and the ability to prioritize tasks effectively.
Excellent interpersonal skills including a professional and diplomatic demeanor Protects and maintains confidential information at all times Flexible, adaptable and resourceful, able to handle changing priorities and deadlines.
Ability to identify and resolve problems in a timely manner Team player High integrity and accuracy Education Level/ Escolaridad: Bachelor’s degree Field(s) of Education / Estudios o Carreras relacionadas: Accounting, Finance, or related field preferred.
Years of experience/ Años de Experiencia: 7+ years of experience in accounts payable or similar role License required: Valid California Driver’s license and ability to be insured under the company insurance Travel requirements: 5% - 10% travel might be required Pay Scale: $66,560 - $73,250