Accounts Payable Staff Accountant

OVERVIEW:

The Accounts Payable (AP) Staff Accountant is a member of the finance team of The Children’s Museum of Indianapolis and is responsible for managing the organization’s full-cycle accounts payable activities while supporting general accounting operations. The accountant performs daily transaction processing, purchase order and invoice review, weekly payment administration, month-end and year-end close support, audit preparation, and financial records management in a fast-paced, high-volume, multifaceted nonprofit environment. The incumbent applies sound accounting judgment, maintains accurate general ledger and vendor data, and helps strengthen internal controls, data governance, and process efficiency across the accounts payable function.

The Children’s Museum is building and sustaining an inclusive culture that encourages, supports, and celebrates differences. We believe that collaboration and open dialogue among people with diverse backgrounds, experiences, and perspectives best support our vision and mission.

 ESSENTIAL RESPONSIBILITIES:

1. Owns the end-to-end AP process, including invoice receipt, purchase order (PO) matching, coding review, data entry, payment preparation, and distribution in accordance with established policies and procedures. Reconciles receipts against open purchase orders, closes purchase orders upon full receipt, and ensures open encumbrances are accurate and current.
   
   
2. Maintains accurate and up-to-date AP records, including vendor master data in the accounting system, and supports sound general ledger (GL) data governance practices. Maintains accurate supporting files for contractual POs and those prepared by centralized purchasing.
   
   
3. Reviews invoices, POs, and requisitions for accuracy, completeness, appropriate coding, and authorization before posting. Reconciles AP activity to supporting records and resolves discrepancies promptly. Works closely with internal constituents and external vendors to resolve payment issues or discrepancies in a timely manner.
   
   
4. Reviews invoice allocation reports for accuracy to make adjustments before processing weekly AP payments inclusive of ACH, wire, check, and other forms of payment. Matches supporting documentation and authorization with payment requests and distributes in accordance with museum policy and procedure.
   
   
5. Adheres to organizational data governance processes and practices through effective AP records and database system management. Assists Accounting Manager with ongoing maintenance of standard operating procedures for AP system functions and internal controls.
   
   
6. Prepares AP analyses and reports to support business needs, budget monitoring, open purchase order review, encumbrance tracking, and GL reconciliation as requested by the Accounting Manager. Notifies the Accounting Manager if significant discrepancies are detected and investigates the cause. Assists in the preparation of audit work papers by providing supporting documentation.
   
   
7. Assists with month-end and year-end close activities, including accruals, prepaid expense recognition, adjusting journal entries, reconciliations, and related workpapers for accounts payable transactions. Supports audit requests and regulatory reporting related to payables, including preparation of annual 1099 and 1096 reporting for applicable vendors and annuitants.
   
   
8. Identifies opportunities to streamline department workflows, strengthen internal controls, and improve the efficiency and accuracy of AP processes through the optimization of systems and technology usage.
   
   
9. Provides guidance and training to staff on AP policies and procedures and helps ensure compliance with internal controls.

REQUIREMENTS:

1. Three (3) years of experience with comparable accounts payable functions; bachelor’s degree in accounting, business, or finance preferred.
2. Experience in a not-for-profit environment utilizing grants preferred.
3. Demonstrated diligence and thorough knowledge of GL data entry and accounting software.
4. Effective communication skills both verbal and written to effectively communicate with internal constituents and external vendors.
5. Critical thinking skills to prioritize work and problem solve AP issues.
6. Demonstrates understanding and proficiency with Microsoft Excel. Working knowledge of other Microsoft Office and Financial Edge NXT accounting software or equivalent accounting software.
7. Demands appreciation and respect for confidentiality of highly personal information.

ADA REQUIREMENTS:

1. Required to engage in detailed verbal and email communications with staff and vendors. Must be able to engage in face-to-face, virtual and telephonic communications.
2. Dexterity for efficient and high-capacity keyboard input as well as high volume of paperwork processing.
3. Must be able to sit or stand for extended periods of time. Must be able to negotiate museum facility and campus.
4. Must be able to lift up to 25lbs and tolerate dust in the environment.