AP Specialist - SF Corporate Office - The John Stewart Company

Overview

COMPANY SUMMARY:

The John Stewart Company is a full-service housing management, development and consulting organization that began in 1978 with a commitment to providing high quality service in the affordable housing sector. We work to enrich the lives of our residents and employees, while delivering our services cost‐effectively, efficiently and with the highest levels of professionalism, compassion, integrity and respect.

  

SUMMARY OF THE POSITION:

Under the direction of the Accounting Manager, this position is responsible for processing and paying all bills for a portfolio of properties. AP Specialist will maintain vendor relationships and resolve all bill discrepancies under the guidance of the property’s Staff Accountant.

 

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Responsibilities

 

• Manage payables
• Prepare check runs and wire transfers for vendor or entity payments for all properties in assigned portfolio.
• Coordinate appropriate approvals and signatures on all checks and assure correct mailing.

• Verify and reconcile vendor statements and invoices; match purchase orders to invoices; assure vendor’s TIN is on record prior to making any payment or obtain 1099 from vendor.
• Verify sufficient cash to pay all bills or immediately alert Regional and Accounting Managers of any potential shortfall.
• Obtain invoices from vendors, such as, but not limited to: mortgage statements, insurance, tax, and utility bills, if missing.
• Respond to Accounting Manager-approved vendor/payable inquiries in timely manner.
• Post payments to budgeted accounts only, unless otherwise authorized by Regional Managers.
• Input all invoices in timely manner to maintain accurate and comprehensive list of open payables for all properties in assigned portfolio.
• Audits
• Maintain correct filing of vendor payment records in audit-ready, accessible condition.

• Respond to auditors’ inquiries in timely manner.
• Accounting Records

• Maintain accounting files as designated by JSCo system.
• Provide copy of annual insurance and tax bills to the property’s staff accountant.

OTHER JOB FUNCTIONS

• Assist with any projects as assigned by the Accounting Manager
• Review year-end 1099 forms, as needed.
• Distribute Purchase Order forms to site, as requested. Maintain distribution log.
• Open/Date stamp and distribute mail, as needed.
• Work with accountants to assure report distributions to all designated parties. File financial reports in accordance with JSCo system.
• Replace property’s accounting files for new fiscal year, as needed. Box prior year’s files in organized manner into correctly labeled banker boxes at end of fiscal year.
• Move contents of former year binder to storage binder at the end of each fiscal year, as needed.

Qualifications

To perform this job successfully, an individual must be able to perform each primary job function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

SKILL

Technical Skills - Knowledge of basic accounting mechanics. Ability to use calculator, and 10-key adding machine.  Must possess proficient organizational skills.

Written Comprehension and Expression — Ability to read, understand, and communicate information and ideas in writing so others will understand.

Oral Comprehension and Expression — Ability to listen to, understand, and speak so others can understand ideas and information presented verbally.

 

KNOWLEDGE

Policies and Regulations — Knowledge of company policies and procedures that pertain to accounting practices.

Math Skills — Ability to use mathematics to solve problems.

 

EXPERIENCE

• Proven ability to work independently and contribute to the team’s success.
• Proven ability to work with high level of detail in a variety of systems.
• Demonstrated ability to adapt and function in a diverse environment.
• Demonstrated knowledge on Microsoft Office programs such as WORD, EXCEL, and OUTLOOK are essential.

 

EDUCATION – High School degree. AA with Accounting Major is preferred. Prior accounts Payable experience desirable.

 

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Environment/ Requirements

• This position deals with outside personnel such as site staff and vendors on a regular basis with contact in various forms such as phone and email.   
• The location of the position is consistently maintained at the regional office, but allows for work from home.
• It is necessary to be able to sit and use a computer for many hours daily. It is necessary to adapt to a changing environment.
• It is necessary to be able to lift 20 lbs and to bend or kneel to file in drawers.

Pay Range: $30.76/Hr. - $32.69/Hr.

Benefits-at-a-glance

 Benefits for Employees who work 30+ hours/week -

• Medical, dental and vision care; preventative medical care paid at 100%.
• Vacation leave of up to ten days per year in the first year.
• Up to 72 hours of sick time per year.
• Flexible Spending Accounts for Health Care and Dependent Care.
• Company paid Life AD&D Long Term Disability.
• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T, ClassPass, and Weight Watchers.
• $50 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week).

 

Benefits for Employees who work less than 30 hours/week - 

• Free, confidential counseling through our Employee Assistance Program.
• Commuter benefit program.
• Discounts for AT&T, ClassPass, and Weight Watchers.
• $50 annual Wellness Reimbursement.
• Matching 401(K) Retirement Savings Plan of up to 2% of your compensation (for any employee who works 20 hours or more per week)

 

 

See what our employees are saying about the company here!

Equal Opportunity Employer

The John Stewart Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, veteran status, or any other consideration made unlawful by federal, state, or local laws. The John Stewart Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance and Los Angeles Fair Chance Initiative.

California Consumer Privacy Act

Effective January 1, 2020, the California Consumer Privacy Act requires businesses that meet certain minimum threshold requirements to provide a “notice at collection” to applicants for employment who reside in California.  The notice at collection describes the categories of personal information to be collected about these California applicants and the purposes for using that personal information.  Therefore, we have posted the Company’s “Notice At Collection For California Applicants” here.  Please review this Notice at your convenience.

California Pay Transparency

Salary ranges are determined by role, level, and location/region. The range provided here reflects the minimum and maximum target for current salaries for the position across all [California] locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. 

 

Pay Range: