Accounts Payable Associate

Position is Full time Monday- Friday 8am to 5pm at our Sarasota FL Location

Weekly Responsibilities:

Accounts Payable:

• Set up vendor in accounting software; ensuring form w-9 and Certificates of Insurance have been        received.
• Modify electronic files with the due date of the respective invoice
• Enter approved invoices into accounting software (currently QuickBooks)
• “Pay bills”; print invoices and respective checks, including garnishment payments from payroll processing; overnight for signature and mailing (Andrew prepares envelopes and stamps for mailing)
• Pay FedEx vendor online at FedEx.com with approved company credit card(s)
• Investigate any inquiries regarding vendor invoice payment status; or other vendor issues
• Occasional processing of pay bills with an electronic check directly with a call to the vendor

Monthly Responsibilities:

• Reconcile bank accounts for all companies; indicate reconciliation completed by a note on the bank statement and also on the master spreadsheet “Bank recon recap”; refer to the file “Bank Reconciliation Procedures” for guidance on how/when/who to complete bank reconciliations
• Download (if necessary) the monthly statement for the American Express and Bank of America credit cards; sort and/or classify into appropriate accounting categories. Provide information to Controller for recording into accounting software (currently QuickBooks)
• Other projects as needed.

Annually:

• Prepare report for vendors requiring form 1099 from accounting software.  Assist in preparation and mailing of Form 1099 and 1096.
• Other projects as needed

Minimum Qualifications:

Accounting Degree (2 yr associate) 2-5 years’ experience in accounting with QuickBooks knowledge.

Individual needs to be motivated; take initiative; have the ability to work on a computer; ability to switch tasks and correspond via the phone and via email; possess thorough knowledge of QuickBooks and other accounting/payroll software.  Must also be able to work in a remote environment alone or in a group setting. Must be able to create and enter journal entries into accounting system.

Minimal travel required. No specific lifting of weight is required for this position.