Accounts Payable Administrator presso Oregon Historical Society

Description

ABOUT THE POSITION AND US

The Oregon Historical Society is dedicated to making Oregon’s long, rich history visible and accessible to all. For more than a century, the Oregon Historical Society (OHS) has served as the state’s collective memory, preserving a vast collection of artifacts, photographs, maps, manuscript materials, books, films, and oral histories. Our research library, museum, digital platforms, educational programming, and historical journal make Oregon’s history open and accessible to all. We exist because history is powerful, and because a history as deep and rich as Oregon’s cannot be contained within a single story or point of view.

The Oregon Historical Society practices and promotes inclusiveness. We honor the diverse strengths, needs, voices, and backgrounds of all members of our community and are committed to the equitable treatment of all people and the elimination of discrimination in all its forms. We are committed to building a diverse workforce and strongly encourage applications from diverse candidates.

BENEFITS

We offer a comprehensive benefits package that includes:

• Health insurance (medical, vision, alternative care, prescription)
• Dental insurance
• Generous paid time off
• 4% matching 401(k) retirement plan
• Flexible spending accounts
• Long-term disability insurance
• Life insurance
• Employee assistance program
• Museum admission and lectures, programs and gift shop discounts

HOW TO APPLY:

Submit the following required materials at: Oregon Historical Society - Accounts Payable Administrator 

• Cover letter addressing how your personal and professional skills and experiences have prepared you for this position
• Resume

Employment is contingent on passing a background check. Position will be open until filled.

SUMMARY

The Accounts Payable Administrator is responsible for all Oregon Historical Society (OHS) accounts payable duties, and backup mail duties with a sharp focus on quality and accuracy. The AP Administrator works as part of a team interacting with all programming and operating departments as well as with outside vendors, and must provide friendly, respectful and helpful customer service to all. 

This position is part of the OHS collective bargaining unit, ILWU Local 5.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

1. Prepares all OHS invoices for payment, including obtaining appropriate approvals, reviewing for accuracy and proper general ledger coding and performs all data entry into accounts payable and general ledger system.

2. Responsible for routine monthly, quarterly and annual tasks, including assigned reconciliations, analysis and assigned reporting, assigned research, and assigned Excel workbook maintenance and filing.

3. Provides additional support with month-end and year-end financial reporting and other reconciliations such as providing back-up for other team members assigned to other projects, providing audit reporting, etc.

4. Overall administrative functions for the Finance Dept.

JOB DUTIES

Accounts Payable Responsibilities 

• Distributes invoices received via mail and email to appropriate director for approval and coding. 
• Works with vendors to resolve questions/discrepancies and to set up banking information for ACH payments.
• Enters invoices into Financial Edge, including scanned reference copy.
• Prepares accounts payable aging report and makes initial selection of invoices for payment, taking into consideration discounts and delaying payment until due date to maximize best use of cash.
• Upon approval, prints checks and/or initiates ACH payments, secures proper signatures, and completes mailing and filing.
• Prepares and mails annual 1099’s for filing with the IRS, timely and accurately.
• Reconciles all AP GL accounts and aging reports each month.

Other Responsibilities

• Works with OHS’s budgeting software (Euna) to assist with budgeting as needed and to use as a resource for coding accuracy.
• Prepares all AP for annual audit.
• May assist with incoming and/or outgoing mail duties as needed.
• Administrative duties may include scanning, copying and filing as needed.
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers, visitors and volunteers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Performs other duties as assigned. 

SUPERVISORY RESPONSIBILITIES 

This position does not have supervisory responsibilities.

QUALIFICATIONS 

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty 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.

Requirements

EDUCATION and/or EXPERIENCE 

Associate degree (A.A.) and at least two years’ related experience and/or training in accounts payable, and/or related field; or equivalent combination of education and experience.

Demonstrated strong customer service focus and experience working in a fast-paced environment, while successfully meeting multiple deadlines with quality and accuracy.

Experience maintaining confidential files and documentation according to legal regulations and needs of the organization.

Must be flexible, having the ability to switch projects depending on changing needs and priorities. Has the ability to efficiently and effectively manage and track outstanding projects (as assigned) and see them to timely completion. Must have a demonstrated understanding of accrual accounting, strong organizational skills, strong attention to detail and accuracy, and advanced MS Excel skills.

LANGUAGE SKILLS 

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, board members, employees, clients, customers, and the general public.

MATHEMATICAL SKILLS 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra.

COMPUTER SKILLS

Has computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data. Must have intermediate to advanced level MS Excel skills including the ability to create formulas, apply formatting and perform v-lookups. Experience using Financial Edge preferred.

REASONING ABILITY 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 40 pounds unassisted. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This position may require extended work hours at busy times of the year.

COVID-19 VACCINATION REQUIREMENT 

The OHS has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs from the HR Department.