The primary objective of this position is to oversee all Accounts Payable functions for the Ross School/Ross Institute (Ross).
Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.
· Sort and process incoming mail.
· Receive vendor statements and invoices from Domains. Reconcile invoices/receipts to statements; identifying and researching any discrepancies.
· Review, reconcile, obtain approval, allocate and enter invoices in Financial Edge.
· Produce checks and obtain appropriate signatures. Mail checks.
· Prepare weekly open invoice reports for the Ross School & Institute.
· Check School’s credit card processing account, requesting a transfer of the accumulated excess amounts to the operating account when necessary.
· Maintain purchase order log, obtain authorized signatures and match purchase orders to invoices.
· Obtain proper documentation for new vendors, W-9, indicating ID#, address, contact information, type of vendor, type of entity.
· Maintain Vendor master file, addresses and contact information (changes as received).
· Fax or mail School/Institute Tax Exempt forms to vendors that bill or charge sales tax.
· At calendar year end, review vendor activity with Controller/Senior Accountant for preparation of 1099 Forms. Print and mail 1099 Forms to recipients by January 31. Resolve any discrepancies or questions from 1099 recipients. Mail IRS copies of 1099 Forms by February 28.
· Prepare and post adjusting journal entries in Financial Edge, when necessary, to correct postings in the General Ledger, allocate advances, etc.
· Hampton Jitney Tickets: purchase discount books of Hampton Jitney Tickets. Distribute to Faculty and Staff when requested for School/Institute related trips. Record General Ledger distribution.
· Monitors advances to both Students (for Senior Projects) and Faculty. Allocation of advance to general ledger accounts when receipts are remitted (or cash is returned).
· Put in request to order and maintain ample supply of checks and envelopes.
· Performs other related assignments as requested by the Controller or CFO, such as preparing various reports as requested.
· Assists and prepares reports for annual audit and 990 tax return preparation.
· Resolve payment discrepancies and documentation.
· Handle all vendor correspondence and relationships via phone or email.
· Maintain accounts payable inbox.
· Prepares batch check runs, wire balances and ACH transactions.
· Utilize organizational skills in project planning to meet deadlines, anticipate problems and formulate action plans.
· Protect operations by keeping financial information confidential.
· Assists with monthly status reports and monthly closings.
· Files & maintains financial document, records and reports.
· Performs other duties as required to support Business Office.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. An individual must be able to accept and assume assigned responsibilities and make responsible decisions when required.
Education and/or Experience:
Minimum of three years experience in bookkeeping/accounts payable.
· The ability to use a personal computer to accurately enter financial data into Blackbaud, Excel and MS Word programs.
· Ability to comprehend, create, and carry out instructions furnished in written and/or oral form.
· Ability to problem solve.
· Ability to prepare reports.
· Ability to relocate from one physical space to another throughout the course of the day as well as attend off site meetings.
· Ability to read, analyze, develop and interpret documents in English.
· Ability to effectively communicate with vendors.
· Ability to engage in team work and work cooperatively with others.
*Duties and responsibilities of staff members may be modified from time to time by management.
Job Type: Full-time
Telecommuting is allowed.
About Ross School
Ross School’s mission is to change the way education meets the future; to foster interdisciplinary, integrated thinking and innovative leadership; to engage fully in the global community; and to facilitate lifelong learning. Ross School was founded in 1991 by Courtney Ross and Steven J. Ross. They recognized that preparing students to meet the challenges of the 21st century requires new paradigms to transform education. Aided by the research of educational pioneers and leading thinkers, they expanded upon some of the best practices in K–12 education, combining them with the notion that leadership in an increasingly connected and rapidly changing world demands a global perspective and an openness to technology and innovation.
Located in East Hampton, New York, Ross School serves 375 students pre-nursery to grade 12. Beginning in grade 7, the school hosts a growing number of domestic and international boarding students on the Upper School campus. The nonprofit Ross Institute, founded by Courtney Sale Ross in 1996, promotes understanding of globalization’s implications for precollegiate education and develops and provides curriculum resources and mentoring to schools around the wor...ld interested in adopting the Ross model. Ross School operates as Ross Institute’s lab school. www.ross.org
Positions for boarding house parents who live in boarding houses and supervise students are also available and may be combined with any position.