The Accounts Payable Assistant is responsible for the processing and maintaining financial records for the Finance Department of AACAP’s C3, C6 and PAC organizations.
KEY DUTIES AND RESPONSIBILITIES
Receive, log, date stamp and forward all travel expense vouchers for members and staff to the appropriate Directors to approve.
Receive, log, date stamp, and forward all vendor invoices to the appropriate Directors.
Track and insure that all invoices and travel expense vouchers are returned with approvals and appropriate documentation from Directors.
Insure that all Invoices are coded correctly.
Enter all vendor invoices, travel expense vouchers for staff and members into the Great Plains Accounting system for payment.
Print separate A/P check runs for Treasurer and the Executive Director and /or President to sign on a weekly basis.
Ready checks for signature by matching with backup documentation.
File all check copies with back-up information in the Accounts Payable files.
Research and inform vendors of outstanding checks.
Process all void and reissued check requests in the Great Plains Accounting system.
Process all Electronic Funds Transfers for Council Dues on a quarterly basis, once the Check/EFT requests are received from the Member Services Department.
Process all credit card bills and create a reconciliation spreadsheet for the Directors’ SunTrust Bank and American Express Cards.
Enter all Directors’ credit card statements for payment into the Great Plains Accounting System.
Receive activity reports from Travel-On Travel Agency for all members’ travel and make sure the members’ travel ticket prices listed on the report are the same as what is listed on Executive Director’s or President’s credit card statements.
Process year-end 1099 forms.
Maintains all Vendor information with the Great Plains Accounting system.
Maintain A/P Vendor files and handles inquiries from A/P vendors and Staff.
Process credit applications upon request.
Process all refunds upon request.
Assist with preparation of audit schedules as needed.
Provide day-to-day support to the Director of Finance, Assistant Comptroller and Staff, and perform other related duties as assigned or when needed.
Provides backup to the Front Desk for lunch breaks and time off when scheduled.
Potential to be assigned to staff the registration area at Annual Meetings.
Prepares supplies order requests for the Finance department.
Organizes and maintains onsite and offsite retention files.
Serves as backup to Accounts Receivable.
Performs other related duties, as assigned.
Skills and Abilities:
High school diploma or general education degree (GED)
Bachelor’s degree preferred, but not required
Two years accounts payable experience required
Experience with Great Plains and Excel.
Demonstrates proficiency with MS Word and Outlook
Report to the Assistant Controller
Working Conditions/Other Data:
Work is generally performed in an office unless otherwise specified;
Work with employees internally and through the Internet with representatives from outside organizations on a regular basis.
Additional Salary Information: This is an entry level position on our Finance Team and will be paid on an hourly basis. A bachelor's degree is highly preferred but other candidates with less than a college level education will be considered provided they offer a sufficient amount of applicable experience.
About American Academy of Child & Adolescent Psychiatry
The Mission of the American Academy of Child and Adolescent Psychiatry is to promote the healthy development of children, adolescents, and families through advocacy, education, and research, and to meet the professional needs of child and adolescent psychiatrists throughout their careers.
The Academy is a 501(c)(3) non-profit membership based organization, composed of over 9,200 child and adol...escent psychiatrists and other interested physicians. Its members actively research, evaluate, diagnose, and treat psychiatric disorders and pride themselves on giving direction to and responding quickly to new developments in addressing the health care needs of children and their families.