Position:  Accounts Payable Quality Control Analyst
Location:  Evanston, IL
Job Id:  467
# of Openings:  1

Job Title:           Accounts Payable Quality Control Analyst
Area:                  Accounts Payable
Reports to:        Accounts Payable Supervisor - Payment Processing
Classification:   Exempt
 
Organization Overview
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.
 
Rotary’s Commitment to Diversity
One of Rotary’s values is diversity, which we define as embracing diversity in thought, culture, and perspective. As such, we welcome and encourage highly-qualified candidates with diverse experiences and backgrounds to apply.
 
General Overview
The Quality Control Analyst is responsible for reviewing expense reports from Rotarians and staff, SPAs, invoices, and POs to ensure that all claims for payment are in compliance with Rotary policy; ensure it is submitted with proper approval, description, and documentary evidence while adhering to established internal controls.
 
In addition, this position will work with Manager, Supervisor, Senior Accountant to ensure payments are processed timely; verify groups, review Rotary Foundation payments; assist internal and external customers with payment inquiries; and research payments using PeopleSoft and Bank Software. This position will also assist Supervisor with timely reconciliation between the General Ledger and the Accounts Payable Ledger; processing sales and use tax; reconciling phone cards; processing 1099s; and will undertake new projects and tasks as needed.
                 
Education
Bachelor's degree in accounting/finance or equivalent relevant work experience. 
 
Knowledge and Skills
Minimum 1year experience as a functional user in Accounts Payable: payment processing or expense reporting.
Minimum 1year experience preparing account reconciliations, 1099, unclaimed property, and sales & use tax.
Impeccable attention to detail
Effective problem solving abilities
Strong analytical skills
Ability to give and receive constructive feedback
High motivation
Goal oriented
A comprehension of GAAP
Ability to handle multiple responsibilities simultaneously
Excellent computer skills (especially Microsoft Excel and Outlook)
Strong interpersonal skills and customer service oriented (internal and external)
Sensitivity to a variety of cultures and personality types
Excellent written and interpersonal communication skills
Strong organizational skills
Experience with PeopleSoft with an emphasis on creating queries (preferred)
Experience with foreign currencies (preferred)
Experience with expense reporting (preferred)
Experience with not-for-profit (preferred)
 
 
Specific Duties
 
1. Reviewing Expense Reports, Advance Requests, Invoices, POs, and SPAs
  • Verify that all requests for payment include the proper Cost Center Manager’s authorization, have correct account and cost center coding, are in compliance with Rotary policy and contain sufficient support/ documentation prior to releasing payment from the PeopleSoft Accounts Payable Module. 
  • Follow up with Cost Center Managers, Staff, Rotarians, and vendors on all unusual or missing information.
  • Ensure all payment requests are processed timely
  • Research payment inquiries using PeopleSoft and bank software
  • Verify bank drafts.
  • Research vendor statements as necessary
  • Develop, document, and run A/P queries for use in verifying that the People Soft Data tables are in balance.
 
2. Training & Orientation
  • Assist Supervisor and Manager with preparing and revising written Accounts Payable Policies and Procedures.
  • Assist Supervisor in training new employees in responsibilities listed in the job description for payment processing coordinators and/or Staff Accountant.
  • Assist with development, documentation, implementation, and adherence to practices and procedures for all areas of responsibilities.
  • Evaluate staff workflow and recommend/document/implement changes to these processes that improve and increase efficiencies.
  • Develop, document, and implement enhancements and improvements to customer service, both internal and external.
 
3. Assist Supervisor with:
  • Verifying payment groups to ensure procedures are adhered to
  • Coding and distribute commercial card.
  • Printing officer personal statement.
  • Reviewing officer/staff receivables and notifying manager of outstanding obligations.
  • Developing policies and procedures to enhance the process while maintaining good internal controls.
  • Updating queries
  • Accounts Payable Projects
  • Monthly reconciliations for the following accounts:
a. Staff /Officer/Credit Card receivable accounts – including following up on items past due.
b. AP Liability Account - 200001
c. Phone Card - 160006
d. Petty Cash - 100003
  • Daily Posting (voucher/payment)
  • Processing 1099 reporting, including:
a. Quarterly – must be performed March 1st, August 1st, Oct 1st, and Jan 1st
b. Yearly – must be mailed to vendors by 31 January and to IRS by 28 February
c. Review of 1099 venders and 1099 vendor transactions to ensure the timely accurate reporting of miscellaneous income.
d. Assist supervisor with Staff running queries pertaining to 1099 transactions
e. Communicate with vendors to request W9 when needed
f. Pull additional back for certain vendors to validate the descriptions
  • Preparing monthly Sales and Use Tax return for the state of Illinois
  • Attending various training courses and reporting on subject matter at department meetings
 
4. Utilize on-line banking software to:
  • Send Positive pay
  • Payment look-up
  • Payment Cancellation
  • Deleting Registers
  • Check Request
  • Perform check reconciliation
 
5. Status Update
  • Provide daily, weekly, and monthly status update of workflow and projects.
  • Provide end of month report of projects completed, projects in progress, and statistical analysis of payments processed for the month.
 
6. Customer Service:
  • Respond to daily payment inquiries and delegate processing of requests for payment information.
  • Work with Corporate Reporting and Treasury to resolve bank-reconciling items on all bank reconciliations, Wires and Unclaimed Property.
  • Work with the Operational Division and Department Managers to facilitate the proper approval and accurate documentation of all payments and follow up with Supervisor if proper approvals have not been obtained.
  • Work with internal customers on payment inquiries, stop payment, void and reissue.
  • Work with Rotary's vendors in a collaborative fashion to optimize the efficiency of acquiring necessary financial information at an operational reporting level (cost center) and to protect Rotary's reputation by making payments according to the terms of its vendor agreements
 
7. Other duties as assigned.
                 
 
Prior Experience
  • Minimum 2 years with PeopleSoft Accounts Payable or other payables package applications. 
  • Foreign currencies experience a plus. 
  • Expense reporting experience a plus
  • Knowledgeable with Microsoft software (e.g. Excel and Word)
 
Supervisory Responsibilities: N/A
               
Budgetary Responsibility: N/A
 
Internal Contacts 
  • Cost Center Managers
  • General Managers, CFO
  • Financial Services staff
  • CIO, Information Services managers, supervisors, staff
  • Club and District Administration
  • Educational Programs
  • Humanitarian Grants
  • Staff Liaisons for Committees
  • International Offices and Fiscal Agents
 
External Contacts 
  • Rotarians
  • Vendors
  • Banks 
 
Equipment 
  • PeopleSoft Accounts Payable Module 9.0
  • Bank payment software applications (Bank of America Online, Imaging )
  • Standard windows software (MS Outlook, Word, Excel, etc.)
 

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