AP Specialist - SF Corporate Office

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

  

SUMMARY OF THE POSITION:

Under the direction of the Accounting Manager, this position is responsible for processing and paying all bills for a portfolio of properties. AP Specialist will maintain vendor relationships and resolve all bill discrepancies under the guidance of the property’s Staff Accountant.

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Responsibilities

 

• Manage payables
• Prepare check runs and wire transfers for vendor or entity payments for all properties in assigned portfolio.
• Coordinate appropriate approvals and signatures on all checks and assure correct mailing.

• Verify and reconcile vendor statements and invoices; match purchase orders to invoices; assure vendor’s TIN is on record prior to making any payment or obtain 1099 from vendor.
• Verify sufficient cash to pay all bills or immediately alert Regional and Accounting Managers of any potential shortfall.
• Obtain invoices from vendors, such as, but not limited to: mortgage statements, insurance, tax, and utility bills, if missing.
• Respond to Accounting Manager-approved vendor/payable inquiries in timely manner.
• Post payments to budgeted accounts only, unless otherwise authorized by Regional Managers.
• Input all invoices in timely manner to maintain accurate and comprehensive list of open payables for all properties in assigned portfolio.
• Audits
• Maintain correct filing of vendor payment records in audit-ready, accessible condition.

• Respond to auditors’ inquiries in timely manner.
• Accounting Records

• Maintain accounting files as designated by JSCo system.
• Provide copy of annual insurance and tax bills to the property’s staff accountant.

OTHER JOB FUNCTIONS

• Assist with any projects as assigned by the Accounting Manager
• Review year-end 1099 forms, as needed.
• Distribute Purchase Order forms to site, as requested. Maintain distribution log.
• Open/Date stamp and distribute mail, as needed.
• Work with accountants to assure report distributions to all designated parties. File financial reports in accordance with JSCo system.
• Replace property’s accounting files for new fiscal year, as needed. Box prior year’s files in organized manner into correctly labeled banker boxes at end of fiscal year.
• Move contents of former year binder to storage binder at the end of each fiscal year, as needed.

Qualifications

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

SKILL

Technical Skills - Knowledge of basic accounting mechanics. Ability to use calculator, and 10-key adding machine.  Must possess proficient organizational skills.

Written Comprehension and Expression — Ability to read, understand, and communicate information and ideas in writing so others will understand.

Oral Comprehension and Expression — Ability to listen to, understand, and speak so others can understand ideas and information presented verbally.

 

KNOWLEDGE

Policies and Regulations — Knowledge of company policies and procedures that pertain to accounting practices.

Math Skills — Ability to use mathematics to solve problems.

 

EXPERIENCE

• Proven ability to work independently and contribute to the team’s success.
• Proven ability to work with high level of detail in a variety of systems.
• Demonstrated ability to adapt and function in a diverse environment.
• Demonstrated knowledge on Microsoft Office programs such as WORD, EXCEL, and OUTLOOK are essential.

 

EDUCATION – High School degree. AA with Accounting Major is preferred