Accounts Payable Assistant

We are seeking a detail-oriented and motivated individual to join our team as an Accounts Payable Assistant.  In this vital support role, you will be responsible for performing essential accounts payable functions to ensure timely and accurate processing of vendor payments and financial transactions for Bethesda Associates, LifeStream and Bethesda Senior Living Communities. This role involves supporting the Accounting Director, Accounts Payable Specialist, P-Card Administrator, and all others with Accounts Payable responsibilities, with tasks such as vendor setups, data entry, invoice processing, research and reconciliations, and check production. Additionally, this role requires strong attention to detail, excellent organizational skills, and the ability to work independently and collaboratively in a fast-paced environment while maintaining accuracy in all financial transactions.

Benefits Include: 

• Medical Insurance - HDHP or PPO (Full-time employees only)
• Vision/Dental/Life Insurance  (Full-time employees only)
• Health Savings Account with Company Match  (Full-time employees only)
• Flexible Spending Account
• Company matching 403(b) Plan
• Paid Vacation  
• Personal, Sick and Holidays  
• Paid Volunteer Program
• Total Care EAP (Employee Assistance Program)

These benefits may be reduced depending on FT, PT, PRN or temporary job status. To receive certain benefits, eligible employees may be required to meet participation requirements and pay required premiums and other contributions. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Assist with vendor setup, including obtaining and verifying ACH bank information for payments.
• Enter accounts payable data into DSSI and Multiview Workflow, including pre-vouchers and vouchers.
• Process and interface daily imports of invoices from DSSI.
• Monitor and manage invoices received via [email protected] and [email protected] inboxes, ensuring timely processing.
• Reconcile all vendor statements. 
• Assist with the 1099 review and preparation process.
• Facilitate check production.
• Research accounts payable systems for void requests, vendor inquiries, and historical transactions.
• Assist in audit preparation and generate various financial reports.
• Serve as a backup for the P-Card Administrator.
• Process fund transfers and subsequent journal entries.
• Record payroll journal entries, including AUL, HSA, and Paycom fees.
• Act as a backup for autopay invoice AP interface uploads.
• Supports the department in the monthly closing process.
• Provide front desk support as needed.
• Other duties and/or projects as assigned.

Managerial Breadth/Scope of Job

This position has no direct supervisory responsibilities. 

JOB QUALIFICATIONS/REQUIREMENTS

Knowledge/Skills/Abilities

• Fundamental/Basic accounting knowledge.
• High level of accuracy (i.e. typing, 10-key and data entry).
• Ability to work within a team, with a SERVANT attitude.
• Must be honest and trustworthy.
• Must be detail-oriented, diligent, and positive even under moderately stressful conditions.
• Must be organized with the ability to multitask, prioritize and follow through on assigned tasks, meeting established deadlines. 
• Must maintain a current driver’s license and comply with all requirements of Bethesda’s Auto Policy.

Education/Experience

Education: High school diploma or equivalent required; some college-level coursework in accounting or bookkeeping preferred.

Experience: Previous proven experience in applying fundamental accounting principles. Proficient in Microsoft Office, including Excel, Outlook, and Word.

Working Environment/Physical Requirements

On-site work in the office is required to support daily accounting operations, with extensive daily computer use and data entry. Occasionally required to lift and carry files weighing 15-25 pounds.