Accounts Payable Clerk/Administrative Coordinator – Accounting
Requisition ID# 775CC

This position contributes to the success of the Chicago Zoological Society by accurately and timely processing invoices for payment in support of financial sustainability. Also maintains administrative regulatory files and provides administrative support to the Sr. Vice President of Finance and Administration.

Responsibilities:
Follow prescribed policies and procedures and utilize manual and computerized systems. Process the payables of the zoo in a timely and accurate manner, including but not limited to verifying receipt of product and/or services; comparing purchase order cost to invoices; verifying purchase authorization; processing approved invoices for payment; printing and distributing accounts payable checks, maintaining data records to document paid and pending obligations of the Society; and maintaining records of and follow-up on unmatched invoices. Document Accounts Payable procedures and recommend changes or improvements to the process. Provide administrative support to the Sr. Vice President of Finance and Administration and the Controller. Support includes typing letters, preparing governmental agency reports and memos, establishing, coordinating, scheduling and preparing necessary agenda and materials for Investment, Finance, and Audit Trustee committee meetings; and typing of audit confirmations and representation letters. Maintain annual audit file drawers and assist auditors as needed. Maintain and analyze various accounting records on a monthly basis including capital bond reimbursements, catering nighttime events costing, and other miscellaneous analysis and reports as needed. Serve as a backup for Sr. Accounts Payable Clerk and Payroll Associate during vacations or other absences. Assist in processing department mail. Perform “key operator” duties for accounting copier. Help users resolve small copier problems. Act as liaison for service repair center. Maintain files for regulatory agreements and licenses including but not limited to state sales tax exemptions; state and federal non-profit status; public disclosure; royalties (AFTRA, ASCAP, BMI); and revenue bonds. Ensure files are kept up-to-date, licenses are renewed in a timely fashion, and information compliance requirements are met. Maintain Certificate of Insurance files. Coordinate obtaining certificates from insurance broker as needed by Sr. Vice President of Finance and Administration. Maintain vehicle title files. Coordinate any requested release of title with Sr. Vice President of Finance and Administration. Other related duties as assigned.

Requirements:
Associates Degree in Accounting or Business or equivalent combination of relevant training and/or experience required. Minimum of 2-3 years computerized accounts payable experience in a high volume payables environment required. Experience in processing payables for the construction industry preferred. Experience with Serenic Navigator or Microsoft Navision preferred. Good computer skills in Microsoft Word and Access. Strong computer skills in Excel required. Ability to maintain confidentiality of privileged information. Strong mathematical skills required. Strong communication and interpersonal skills. Eye for detail, completeness, and accuracy. Ability to work under pressure and meet deadlines. Ability to prioritize effectively and juggle multiple projects and assignments. Ability to understand and carry out oral and written instructions and to request clarification when needed. Self-starter with the ability to use sensible judgment. Professional appearance and warm, attentive demeanor. Accurate data entry skills required. Accurate typing skills. Valid driver’s license required. Illinois residents must possess a valid Illinois license within 90 days of hire. Valid out-of-state license required for out-of-state residents. Spanish fluency a plus, but not required.