Accounts Payable Specialist

This is a fully remote position, open to applicants in California.

📋 Description

• Oversee the Futuro Health accounts payable email inbox and ensure timely tracking of all AP invoices.

• Exhibit proficiency with Bill.com systems and the Sage/Intacct accounting system.

• Accurately and promptly establish new vendor records, including essential details such as name, address, payment method, tax code, and 1099 classification; update existing vendor records as necessary.

• Accurately set up payment methods (check, ACH, Bill.com network ID) in accordance with established protocols.

• Maintain W-9 documentation and assist the Director of Finance and Accounting with 1099 processing.

• Process AP invoices through Bill.com and Sage Intacct, ensuring proper approvals, assigning GL codes, and maintaining accurate coding and documentation.

• For non-education provider invoices, monitor signed contracts and track total invoice amounts against contract terms; promptly communicate any discrepancies to the supervisor or relevant stakeholder.

• For all invoices from education providers, conduct complex reconciliations against internal scholar data from the database.

• Engage in training related to tuition calculations and reconciliation; advanced Excel skills or a willingness to learn are essential.

• Identify discrepancies and communicate effectively with internal stakeholders and external vendors; investigate and resolve issues promptly.

• Ensure that AP records in Bill.com are synchronized with Sage Intacct in a timely, complete, and accurate manner.

• Participate in meetings with both new and existing education providers, offering ongoing training on invoicing procedures.

• Manage employee credit cards, including ordering and issuing cards as required.

• Oversee employee reimbursements, including expense coding and tracking approvals.

• Provide training to new employees on reimbursement processes and credit card usage during their onboarding.

• Assist the Director of Finance and Accounting with financial reporting and ensure compliance with relevant federal, state, and local regulations concerning accounts payable and financial reporting.

• Support annual audits and address related issues as needed.

• Provide backup support and assist with AR billing when necessary.

• Carry out additional tasks in alignment with organizational objectives.

⛳️ Requirements

• Experience with Sage, Bill.com, Intacct, or other comparable accounting systems.

• Solid understanding of GAAP.

• Proficient in Microsoft Office, especially Excel; strong skills in reconciliation and data management.

• Nonprofit accounting experience is preferred but not mandatory.

• Exceptional attention to detail with strong organizational, analytical, and problem-solving abilities.

• Capability to work independently in a fully remote environment while effectively collaborating with a team.

• Proven ability to manage multiple priorities, meet deadlines, and adapt to shifting demands.

• Proactive, self-motivated, and able to take initiative with minimal supervision.

• Strong communication and follow-up skills, maintaining a professional and adaptable demeanor.

• High degree of integrity, confidentiality, and commitment to precision and quality.

• Excellent time management skills, dependability, and consistent punctuality.

• Bachelor's degree in a relevant field of study or equivalent work experience.

• At least 3 years of AP experience is required.

🏝️ Benefits

• Platinum Tier Medical Plans: Choose from PPO, HMO, and HDP options, all fully covered by Futuro Health.

• Dental and Vision Plans: Comprehensive coverage, entirely funded by Futuro Health.

• Life and AD&D, Long and Short-term Disability, and EAP: Fully covered by Futuro Health to ensure your peace of mind.

• 401K Plans: Traditional and Roth Safe Harbor Plans with a 100% match up to 4% of employee contributions (subject to IRS limits). Immediate vesting.

• Flexible Spending Accounts: Options available include FSA, HSA, and Limited FSA Plans.

• Voluntary Ancillary Benefits: Additional coverage for hospital stays, critical illness, accidents, legal services, identity theft protection, and pet care.

• Reimbursements: Coverage for mobile phone, internet, and gym membership expenses.

• Wellness Programs: Access to a variety of wellness initiatives to support your overall health.

• Career Growth: Opportunities for professional development and advancement.