TITLE: Accounts Payable and Accounting Specialist
DEPARTMENT: Accounting
REPORTS TO: Director of Accounting
STATUS: Full-time, Exempt
SALARY: $60,000 - $70,000
 
POSITION OVERVIEW:  The Accounts Payable and Accounting Specialist is a member of the accounting team in the SWIFT (Sustaining Water Quality, Infrastructure, Finance & Technology) department.  Under the leadership of the Director of Accounting, this position manages the accounts payable cycle, and also works in collaboration with others in the department on a variety of tasks including (but not limited to): payroll, preparing journal entries including but to limited to accruals, revenue and expense entries, month-end and year-end close, and analyzing account information.  This position is responsible for maintaining and reconciling subsidiary accounts through verifying, reconciling transactions, and resolving discrepancies. 
 
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.   

• Demonstrates commitment to Shedd’s vision, mission, and values. 
• Manages the Accounts Payable cycle, including but not limited to the following functions: 
  • Efficiently enters and processes invoices for payment, including accurately inputting invoice information and general ledger coding. 
  • Reviews purchase orders, receiving documents, and confirms prices and quantities to vendors’ invoices. 
  • Researches and resolves invoice discrepancies and issues, including obtaining approval for changes or overages. 
  • Maintains proactive and timely communication with departments and vendors to ensure invoices are processed timely and accurate.   
  • Obtains appropriate approvals to process payments. 
  • Reviews and reconciles the Accounts Payable aging report for invoices to be paid. 
  • Prepares and performs bi-weekly check/ACH runs, including: 
    • Processing invoices for payment, including obtaining proper approval.  
    • Processing and submitting payment requests for approval (checks, ACH, auto debits, wires). 
    • Processing payments (checks, ACH, auto debits, wires) 
      • Printing and obtaining the CFAO signature for checks over $5,000 to the CFO for signature 
      • Mailing checks 
      • Preparing applicable files for bank submission (e.g., positive pay, ACH upload, etc.). 
  • Monitors and processes vendor credits, including researching and following up with vendors. 
  • Invoices partners for pass-through expenses, as needed. 
  • Reconciles balances in the subsidiary ledger with the general ledger. 
• Month and year-end close duties: 
  • Prepare month-end and year-end expense and capital accruals, including: 
    • Utilities 
    • Legal 
    • EMP 
    • Other expenses 
  • Obtain copier reports and update the copier chargeback spreadsheet 
  • Prepare a journal entry for the postage activity 
  • Record other journal entries as assigned 
• Preparation of annual federal, state, and local tax returns, including but not limited to: 
  • Review of 1099 vendors and preparation of annual 1099 tax forms  
  • Annual unclaimed property process and reporting to the state 
• Assist with the preparation of the audit and Form 990 schedules, as requested. 
• Trains users in accounting systems. 
• Provide backup assistance to other accounting functions, as needed. 
• Participates in teams and performs other duties as assigned. 

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Education: Associates degree or bachelor’s degree in accounting is strongly preferred. 
 
Experience:   

• A minimum of 3 to 5 years of experience working in accounting, with an emphasis on the accounts payable process (3-way match of purchase order, packing slip, and invoice). 
• Ability to process large amounts of data and multiple requests/correspondence in a timely and accurate manner. 
• Demonstrates proficiency with accounting software and paperless technology solutions and processes. 
• Proficiency in Microsoft Office Suite, including Excel (v-lookup, pivot tables, mid function, etc.) is required. 
• Experience with Sage Intacct and Stampli is highly preferred. 
• Experience in non-profit accounting is highly preferred. 

Characteristics: 

• Excellent interpersonal and communication skills with high initiative, flexibility, and team approach; must be comfortable working with staff at all levels across the organization. 
• Maintains a continuous improvement mindset, searching for ways to improve standardization and reduce complexity. 
• Detail-oriented, and thorough. 
• Strong analytical, organizational, time management, and problem-solving skills. 

BENEFITS OF WORKING AT SHEDD: We offer competitive compensation packages and opportunities for professional growth within our organization. 

• Medical Insurance, including FSA and HSA plan options
• Vision and Dental Insurance 
• Accrued Paid Time Off 
• Up to 12 Paid Holidays 
• Life Insurance 
• Parental Leave and Adoption Assistance
• 401(k)
• Discounted Parking and Public Transit Subsidies
• Employee Assistance Program
• Employee Wellness program, including Preventive Care Incentive 
• Employee Discounts
• Employee Tickets 

Reasonable Accommodations: 
Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at jobs@sheddaquarium.org. 

We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.