Founded in 1867, Brooklyn Friends School is a co-educational Quaker independent school with over 800 students in grades Preschool through 12.  The School seeks an Associate who, as a vital member of the Finance team, will enthusiastically carry out a range of accounting tasks associated with the disbursements and reporting of expenditures.  In this confidential position, the Finance Office Associate reports to the Finance Office Manager and supports the CFO in carrying out the goals of the Office.

The Finance Office Associate is responsible for the day-to-day administration, coordination and execution of the disbursements cycle, and the recording, reporting and analysis of those expenditures.  This includes administering accounts payable, credit card reconciliation, and expense reimbursement.  The successful candidate will have relevant experience and knowledge of AP best practice, internal controls, and accounting systems, as well as demonstrated competency with Google Drive and the Google Suite of applications.  In addition to the requisite knowledge and experience, the ideal candidate will be able to constructively and cordially interact with vendors and all members of the School’s community.  Enthusiasm for Brooklyn Friends School’s Mission is essential.

RESPONSIBILITIES

• Accounts Payable and Disbursements
• Receive and verify invoices and other payment requests to begin the payment process.
• Control expenses by identifying and resolving billing errors, monitoring for discount opportunities, obtaining refunds, applying credits and ensuring tax exemption.
• Obtain proper payment approvals and general ledger account codes.
• Enter invoices and payment requests into accounts payable financial system ledger.
• Present complete and orderly payable documentation for review and approval by finance officer on a timely schedule.
• Prepare and process payables for uploading to third-party electronic payment processor.
• Monitor and track payables to ensure that invoices are received and paid on a timely basis. 
• Maintain and oversee the systems that support Accounts Payable transactions, including systems interface with third-party payment processor.
• Maintain vendor database and digital records, contracts, agreements, leases and W-9s.
• Receive, research and resolve a variety of internal and external inquiries; respond with timely and courteous communication.
• Process and file annual 1099 and 1096 forms.
• Receive reimbursement requests, verify documentation and process for payment. 
• Retrieve and reconcile department credit card statements; generate related journal entry.
• Monitor and track authorization and receipts for charges; 
• Liaise with School departments to facilitate credit card reconciliation.
• Ensure adherence to spending procedures and controls and that expenditures for professional development and travel are consistent with School policy.
• Ensure that AP procedures and systems reflect accepted and best practices.
• Leverage digital capabilities and shared network files to continually improve the disbursements process.
• Administer School-wide vendor accounts, complete vendor credit applications and assist with procurement as needed.
• Order supplies and allocate cost by department.
• Maintain custody of Petty Cash.
• Reporting and Record-Keeping
• Prepare monthly department budget reports including expense transactions detail.
• Maintain record of fixed asset purchases and capital improvements.
• Prepare allocation journal entries as needed. 
• Perform month-end process to update all ledgers of the financial systems (Payables, Receivables and General Ledger)
• Assist with bank reconciliations and wire transfers.
• Support the annual audit of financial statements by compiling the required audit schedules.
• Other
• Provide confidential administrative support to CFO. 
• Perform copying, mailing, filing and banking as needed.
• Serve as a back up to other Accounting functions when necessary.
• Perform other duties as may be assigned by the Finance Office Manager and CFO.