Accounts Payable/Accounts Receivable Coordinator

Position description

Mother Jones is looking for an AP/AR Coordinator to join our Finance team. This is a full-time, exempt position reporting to the Controller, and the salary range for the role is between $50,000 and $54,000 annually. This is also a union position and, as such, the terms of this job are covered under the collective bargaining agreement with Local 2103, United Automobile, Aerospace, and Agricultural Implement Workers of America, AFL-CIO.

The ideal candidate should have experience working in Accounting at least 2-3 years with proficiency in Microsoft Office Suite and Quickbooks.

The position will sit in our San Francisco office. Currently most employees are remote, but changes are occurring for employees to return to a safe office environment.

PRIMARY RESPONSIBILITIES

Accounts Payable:

• Manage high volume of invoice flow for all departments and Acme client, including ensuring all invoices are approved, accurately billed, coded, and input into the financial system;
• Create and input art/edit check requests for submitted contracts/W-9’s received from business coordinator;
• Maintain accurate and up-to-date AP vendor/client/customer files in compliance with the FNP’s stated policies and procedures;
• Act as account payables contact for the FNP, fielding all vendor inquiries;
• Process non-payroll EDD and independent contractor required filings (1099s, etc);
• Reconcile monthly American Express and Visa bills;
• Preparation and issuance of checks;
• Expense monthly postage usage.

Accounts Receivable/Billing:

• Post check deposits several times weekly for Mother Jones and Acme (all incoming cash received – A/R, Dev & other);
• Post electronic deposits, PayPal and credit card deposits (review bank accounts daily, merchant accounts weekly);
• Post membership SFG deposits to FNP and ICN deposits to PII weekly;
• Billing for Advertising (print & online), Reprints/Royalties, Subtenants, Independent Newsstand Distributors, Acme Client; alert adv. dept. when complete;
• Send monthly aging reports to Advertising department, review and respond to aging report results regularly to maintain reasonable outstanding balances;
• Maintain accurate and up-to-date AP vendor/client/customer files in compliance with the FNP’s stated policies and procedures;
• Billing point of contact.

SECONDARY RESPONSIBILITIES

Office Mail Management:

(while office is remote; duties may change once office opens)

• Sort mail received at the office in San Francisco and PO Box mail picked up from the USPS.
• All checks received with the exception of the membership checks, will be deposited 2-5 times per week. The actual membership checks will be sent overnight to SFG to be deposited.
• Both Membership and Development checks with their attachments will be scanned and sent via email to the Development department.
• Administrative mail will be scanned and emailed to the appropriate person e.g. tax documents and bank statements will be emailed to Lynnea, insurance notices will be emailed to Emily, legal notices will be emailed to the CEO and CFO. Confidential personnel documents need to be handled with the utmost discretion and scanned to the Senior Staff Accountant or Human Resources Representative.
• Personal correspondence will be scanned and sent to the intended recipient.
• Returned mail for membership mailers will be recycled. Returned mail for development mailers will be placed into the “return to sender” basket for processing by development.
• Junk mail will be thrown away. Magazines will be recycled.

Other:

• Provide relevant A/R and A/P audit documentation as needed;
• Monthly reconciliation for Edit/Art issue expenses;
• Run monthly department manager reports;
• Monthly misc. journal entries as required;
• Miscellaneous projects as assigned by Senior Staff Accountant/Supervisor.

Qualifications

• • BA/BS in business field a plus (or equivalent work experience);
  • 2-3 years relevant experience in Accounting – Accounts Payable and Accounts Receivable;
  • Proficient in Microsoft Office Suite and QuickBooks;
  • Knowledge of general accounting practices;
  • Excellent communication and time-management skills required;
  • The successful candidate will possess excellent organizational skills, keen attention to detail, the ability to maintain confidence, and the willingness to roll up one’s sleeves to do whatever it takes to get the job done.

Application instructions