Job Summary
Organization Overview:
Prevention Point Philadelphia (PPP) is a multi-service public health organization dedicated to protecting the health and welfare of the homeless, drug users, sex workers, and the uninsured. Using a harm reduction approach, PPP offers culturally sensitive, non-judgmental services to address the health and social service needs of drug users and sex workers in Philadelphia. PPP meets people where they are, providing information and access to resources with dignity and respect. PPP promotes harm reduction through mobile medical care, sterile syringe exchange, referrals to social services, and comprehensive prevention case management services.
Position Overview:
The Accounts Payable Specialist is responsible for the accurate and timely processing of vendor bills, employee-related expenses, and corporate credit card transactions. This position ensures all accounts payable activities are properly documented, coded, reconciled, and recorded in accordance with Agency policies and accounting procedures. The Accounts Payable Specialist works closely with the Finance team, department leadership, and vendors to maintain accurate financial records and support efficient payment processing.
Duties and Responsibilities:
Vendor Management
- Set up new vendors in the accounting system, including obtaining and maintaining required documentation such as Form W-9.
- Maintain accurate vendor records and ensure compliance with Agency policies and IRS requirements.
- Respond to vendor inquiries regarding payments, account status, and account maintenance.
Bill Processing and Payment Support
- Enter approved vendor bills into the accounting system accurately and timely.
- Ensure all bills are coded correctly to the appropriate projects, departments, and general ledger accounts.
- Review bills for proper approvals and supporting documentation prior to entry.
- Prepare and provide a weekly unpaid bills report to the Lead Finance Officer to support cash management and payment scheduling.
Reconciliations
- Reconcile monthly vendor statements to bills and transactions recorded in the accounting system.
- Investigate and resolve discrepancies with vendors and internal leaders.
- Reconcile the American Express (Amex) credit card statement on a monthly basis, ensuring all transactions are properly recorded and supported.
Corporate Credit Card Administration
- Match Amex transactions appearing in bank feeds to approved receipts and supporting documentation.
- Verify proper project and department coding for all Amex transactions.
- Generate and distribute weekly reports identifying Amex transactions that are awaiting approved receipts or supporting documentation.
- Follow up with cardholders and department personnel to obtain missing documentation as needed.
Expense Platform Processing
- Process and post Amazon Business transactions into the accounting system with accurate project and department coding.
- Process and post Lyft transactions into the accounting system with accurate project and department coding.
- Ensure all transactions are supported by appropriate documentation and approvals.
General Accounting Support
- Maintain organized electronic accounts payable records.
- Assist with month-end close activities related to accounts payable.
- Support audits by providing requested accounts payable documentation and reconciliations.
- Perform other duties and special projects as assigned.
Minimum Qualifications and Preferred Skills:
- Associate’s degree in Accounting, Finance, Business Administration, or related field preferred; equivalent work experience may be considered.
- Minimum of 2 years of accounts payable or accounting experience preferred.
- Experience with accounting software and electronic invoice processing systems.
- Proficiency in Microsoft Excel and other Microsoft Office applications.
- Experience working with corporate credit card reconciliations and expense management systems preferred.
Knowledge, Skills, and Abilities:
- Strong attention to detail and accuracy.
- Understanding of accounts payable principles and accounting procedures.
- Ability to manage multiple priorities and meet deadlines.
- Strong organizational and recordkeeping skills.
- Effective written and verbal communication skills.
- Ability to work independently while collaborating effectively with internal departments and external vendors.
- Strong problem-solving and reconciliation skills.
Working Conditions:
- Primarily office-based or remote office environment.
Pay: From $50,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Application Question(s):
- What drew you to apply for Prevention Point Philadelphia?
- Are you comfortable working onsite at our Main Building, located at 2913 -15 Kensington Ave, Philadelphia, PA 19134
- This role is primarily onsite, but we may offer flexibility to work remotely one day per week. Does this arrangement work for you?
- What are your salary expectations for this role?
- Are you legally authorized to work in the United States?
- Will you now or in the future require sponsorship for employment authorization?
Work Location: In person
