Accounts Payable/Receivable System

The Accounts Payable Processor is responsible for processing payable invoices, assisting Financial Statement Preparers in researching and recording unrecorded ACH items, researching invoice discrepancies and/or voids checks when requested.

The Accounts Payable Processor also provides exemplary service in a manner consistent with the values and mission of the Castle Group. He or she performs all responsibilities while demonstrating outstanding customer service skills representative of Castle Royal Service as it relates to this function. This includes working interdepartmentally, as well as, with our external customers.

(May include some or all of the following as applicable)

• Reviews all invoices for appropriate documentation and approval prior to processing.
• Obtain and upload ACH invoices received for the property.
• Support site staff by answering general Accounts Payable inquiries.
• Performs other duties as assigned.
• Assist Treasurer with monthly financial report review
• Collect, review and verify invoices against contracts and other source documents
• Code invoices using approved chart of ledger accounts
• Enter and upload invoices into system for payment
• Monitor vendor invoices and other financial obligations to ensure these are accurate and up to date
• Work with vendors to resolve invoice discrepancies and issues
• Recommend, establish, and maintain listing of vendors and invoices set up for auto-pay
• Work with off-site accountant to ensure expenses are properly accrued
• Maintain vendor files to include copies of contracts and associated invoices
• Collect monthly rent receivables to include late fees, as appropriate
• Code rent payments and receivables using approved chart of ledger accounts
• Maintain lease and license files to include copies of agreements and associated payments
• Work with off-site accountant to ensure rent payments, receivables, and other monthly revenue are accurately recorded
• Perform monthly reconciliation/coding of credit card purchases to appropriate general ledger account
• Prepare and perform check runs and bank deposits
• Assist with monthly and year-end closing to ensure accuracy of accrued expenses and revenue
• Analyze and review monthly financial reports in terms of revenue, expenses, and delinquencies and submit any corrections to off-site accountant
• Ensure delinquent accounts are submitted to Collections Attorney in a timely manner in accordance with Association’s Collection Policy
• Ensure violation fines, maintenance chargebacks, and other fees are accurately posted to owner accounts
• Assist in development of annual budget and comparative bid analyses
• Provide supporting documentation for annual audit
• Maintain historic financial records

Education/Training/Certifications/Licenses:

High school diploma required. Associates degree with concentration in Business and/or Accounting preferred.

Experience/Knowledge/Skills:

1-3 years accounts payable/receivable experience and/or combination of experience and education/training in accounting. Ability to review and analyze monthly financial statements. Related accounting experience or equivalent combination of education and experience. General knowledge of accounting principles and understanding of the general ledger accounts is preferred. Proficiency in Microsoft Outlook, Word, Excel or Access and PowerPoint and ability to learn other software applications for job performance. Meticulous attention to detail and accurate data entry skills is a must. Strong organization and prioritization skills. Information Collection and Management skills. Problem solving and teamwork skills. Strong verbal and written communication skills creating effective customer-focused relationships with all levels within the organization. Able to work under tight deadlines and use time effectively based on key priorities.

Computer literacy:

Intermediate command of computer hardware/software is required; specifically, proficient in the knowledge of Microsoft Office suite including but not limited to; Word, Excel, Power Point and Outlook.

Language requirements:

English is required. Multiple language fluency is desirable.

Travel and availability requirements:

May be required to travel to multiple locations in the state on an as needed basis.

Ability to work extended hours and weekends on as needed basis.

Physical Requirements:

Ability to lift up to 5 lbs. and work in a sitting position for long periods of time. Extensive use of fingers for typing and visual use of the computer monitor. Communicate, receive and exchange ideas and information by means of the spoken and written word; ability to quickly and easily navigate the property/building as required to meet the job functions.

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

Working Conditions:

The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels. May require outdoor site visits on an occasional basis.

Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason.