Overview
General Description
The purpose of the position is to accurately record, report, and pay all appropriate vendor invoices for the Yakama Nation Housing Authority. Assists Accountant through accurate reporting of expenses through A/P system. Position is under the direct supervision of the Chief Finance Officer.
Responsibilities require employee to follow:
• YNHA programs listed “Common Duties.”
• Department programs listed “Essential Tasks.”
Common Duties
· Read and comply with all appropriate YNHA policy and procedures, e.g., Personnel Policy Manual, Company Vehicle Policy, Financial Administration Policy and Procedures, Internal Department and Program guidelines, etc.
· Work cooperatively with all YNHA employees or those associated with the Tribe and YNHA.
Essential Tasks
The tasks listed below are those that represent most of the time spent working in this position. Management may assign tasks related to the type of work of the position as necessary.
· Receives all invoices for items payable by the Yakama Nation Housing Authority, documents proper procurement, attaches receiving documentation and enters accurate authorized information into the computerized accounts payable system. Maintains the vendor files on both paid and unpaid invoices.
· Charges expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries.
· Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
· Reconciles Monthly statements and monitors amounts due and credit balances with vendors, audit, and process credit card bills.
· Provides oversight of all A/P functions and maintains and administers monthly, yearly module maintenance and closing duties.
· Prepares statement selection reports for approval by Accountant or Chief Finance Officer. Advises Accountant of all technical difficulties with vendor supplies documentation.
· Prepares signed checks for mailing.
· Processes and enters other “non-invoice” (check requisitions) payment requests as specified by the Accountant and Chief Finance Officer.
· Process check requests for vendors and employees.
· Prepares and researches vendor data reports for Chief Finance Officer and Accountant.
· 1099 maintenance ensures all W9s are on file and completes the yearly 1099 reporting. Prepares accurate and timely purchase orders in the accounting software.
· Monitors and maintains YNHA fuel logs, invoices, and payments to vendors.
· Ensures policies and procedures from the Financial Administration Policy and Procurement Policy are followed and notifies the Chief Finance Officer and/or Accountant if any issues arise.
· Prepares and enters data to spread sheets for contract, insurance payment.
· Maintains and monitors contracts and contract payments. Corresponds with contractors and vendors; research, reports, and assists the Chief Finance Officer, Executive Director, and Accountant on contract issues relating to terms, warranties, and service contracts.
· Maintains highest ethical standards in all job functions; protects organizational value by keeping information confidential.
· Provides courteous professional services and is cordial to internal and external guests and/or vendors.
· Provides back up for Payroll position as needed; performs other general office duties or accounting assignments as directed by the Chief Finance Officer.
· Must have a positive work history; responsible for maintaining a consistent and regular attendance record; must be able to work varying shifts, weekends, and holidays.
· Other duties as assigned or necessary to support all subordinate activities.