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SUMMARY DESCRIPTION
The Accounts Payable Associate reports to the Controller and Director of Financial Accounting. They manage the payables relationships with all vendors, grantees, consultants and employees in accordance with the Foundation’s policies and regulatory requirements. Ensures all invoices and expenses are processed and recorded in accordance with Foundation policies and GAAP. Manages the monthly and year accrual process across all areas of the Foundation. Responsible for ensuring IRS tax forms are submitted and filed for vendors and consultants. Provide both internal and external customer service in a timely and cost effective manner.
RESPONSIBILITIES
Manages all NY and global invoices related to contracts, purchase orders and non purchase orders.
Reviews for compliance with contract and or purchase order terms.
Reviews for tax reporting classification and tax withholding requirements.
Ensuring approval of expenses by the individuals with appropriate delegated authority and charged to correct expense accounts and in accordance with GAAP.
Resolving account disagreements with the vendors and internal staff.
Trains and provides Workday support to users for the creation of invoice requests and supplier records.
Manages financial relationship with onsite caterer and events manager.
Works across Foundation, including all staff globally, to ensure expenses are reported in accordance with GAAP.
Responsible for ensuring year-end 1099 and 1042 tax forms are filed and submitted.
Validates SSN and ETIN information with the IRS.
Assesses validity of amounts to be reported.
Responds to questions (external and internal) and research/resolve issues as identified on a timely basis.
Researches and resolves any discrepancies.
Performs exception analysis to identify unusual transactions requiring further investigation.
Coordinates with the Legal Department to resolve such occurrences prior to payment.
Prepares journal entries including adjusting journal entries needed for resolution in budget coding support activities.
Creates documentation for Workday users regarding creation of invoices, supplier records, registration process.
Identifying process inefficiencies and formulating solutions.
Reviews all NY and global suppliers and verifies documentation such as W9/W8/banking information.
Prepares monthly reconciliations for liability accounts on the balance sheet.
Act as backup for reviewing/approving expense reports and entering invoices.
Creates contract and amendment requests for the Financial Services Department.
Assists General Accounting with ad-hoc projects.
Prepares and submits prepaid expense amortization schedules.
Reviews daily report of vendors “designated persons list” and verify information for individuals listed - OFAC list.
Reviews listing of open contracts and follows up with relevant units for next steps.
Reviews, analyzes and reconciles weekly charges for staff feeding/events catering.
QUALIFICATIONS
BA or BBA in Accounting
4+ years of experience in a business environment
Knowledge and understanding of accounting concepts
Proficiency in Excel
Outstanding verbal and written communication skills and able to effectively communicate with the broader organization and a sophisticated Investment team
Recent work experience utilizing either accounting or finance and Excel report skills, preferred
Strong organizational skills and able to work well in a collegial team environment
Strong technical skills, credibility, integrity and high standards of professional conduct
Knowledge of Concur preferred
Accounts Payable Specialist certification preferred
SALARY: The Ford Foundation is committed to practicing salary transparency. The minimum salary for this position is $96,000 and the maximum is $119,000.
LOCATION: This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.
#LI-Hybrid
Alignment to Culture and Values
Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
Personal qualities of humility, capacity for self-reflection, and a sense of humor
Discretion and ability to handle confidential issues
Action-orientated and entrepreneurial self-starter who can work well independently and in teams
Benefits
Hybrid Workplace and Flexible Work Arrangement policies
Medical and dental benefits for employee and immediate family on first day of work
Retirement savings account with matching company contributions of up to 13%
Three weeks’ paid vacation in first year of work; four weeks in subsequent years
Tuition Reimbursement
Office closed the week between Christmas and New Year’s Day
Professional development initiatives for growth
Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law. The Ford Foundation does not discriminate against formerly incarcerated individuals.