Accountant II - Accounts Payable

Job location is at 10240 Science Center Dr, San Diego, CA 92121

The AP Accountant II is responsible for executing all aspects of the accounts payable process. Under general direction, incumbent is responsible for dealing with all complex issues (fund allocations, sales tax differences, vendor disputes, and account reconciliations) related to invoices with or without purchase orders and possibly including employee and travel reimbursement requests. Assists others in the resolution of complex issues. Responsible for journal entries to correct expense coding. Analyzes, reconciles and prepares projections of future expenses for standing purchase orders to determine appropriate encumbrance balances. Analyzes reports and interprets data. Reconciles open encumbrances monthly and prepares journal entries to adjust balances while also researching grant funds that are ending. Makes determination of prepaid items based on the Prepaid Policy and expenses these items accordingly. Seeks learning opportunities within the team as appropriate. Assists with training of new Accounts Payable employees or assists others in the absence of the Assistant Controller. Ensures confidentiality of information, follows accounting principles, and exercises sound judgment. Works closely with Research Accounting, Procurement, Receiving and other departments/labs of the Institute, as well as numerous vendors.

May also include creating monthly account reconciliations, reviewing and distributing employee accounts receivable statements, reviewing credit card transactions and associated journal entries.

Who We Are

The Salk Institute is an internationally renowned research institution that values diversity, equity, and inclusion. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces diverse perspectives and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community comprises a diverse and talented group of individuals, each playing a crucial role in driving our mission forward. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.

What Your Key Responsibilities Will Be

AP Finance

• Responsible for all Accounts Payable (A/P) tasks for assigned vendors and assigned phone vendors while ensuring compliance with AP policies and procedures.
• Handles regular and complex invoices, statement reconciliations, purchase orders, and vendors.
• Researches and resolves escalated issues from other accountants.
• Handle incoming AP email.
• Scans invoices and enters imaged invoices into financial system to include verifying quantity received, price
• computations and sales tax.
• Requests approval from Procurement for material, price and freight discrepancies.
• Reconciles vendor statements monthly and resolves discrepancies.
• Answers incoming vendor and customer questions by phone or email in a timely fashion. Conducts related research as necessary.
• Reviews entered invoices for accuracy before checks are issued.
• Responsible for initiating the check run, including running, reviewing, and resolving all exception reports required in the check run process.
• Reconciles, analyzes and prepares projections of future expenses for standing purchase orders to determine appropriate encumbrance balances. Requests funds as needed from Procurement for increases based on analysis and expenditure trend.
• Reconciles and analyzes open encumbrances monthly and prepares a journal entry to adjust balances while also reviewing grant funds that are ending. This may include purchase orders and employee travel
• Accrues invoices at year-end.
• Prepares reclassification journals for corrections of fund, account or encumbrances (as needed throughout the month).
• Communicates with vendors for credits and inquiries.
• Makes determination of prepaid items based on the Prepaid Policy and expenses these items accordingly.
• Performs research and other special projects as assigned.

Back up Support

• Assists with training of new Accounts Payable employees or assists others in the absence of the Assistant Controller.
• Add notes on items identified on the daily Invoice to P.O. comparison reports for the Assistant Controller's review.
• Review other A/P Accountants' reclassification journals for corrections of fund, account, or encumbrance postings (prior to the Assistant Controller's review).
• Assumes additional duties when other A/P Accountants are out or require assistance.
• Assists with ensuring that all A/P tasks are completed efficiently and effectively.
• Audit and process employee travel expense and reimbursement reports. May process, review, and distribute employee accounts receivable statements.
• Audit and process credit card transaction reports.
• Prepare monthly phone journal.
• Upload recharge data to financial system, and process recharge reports, journal entries, and adjustments.
• Create monthly account reconciliations and make adjustments as necessary.
• Provide backup coverage for the handling of incoming mail (via US mail and/or email).

General Accounting Support

• May provide backup coverage for basic administrative support and/or clerical duties in support of the Finance department.
• Assists Finance with special projects as needed.

Supervisory Responsibilities:

• This job has no supervisory responsibilities.

What we Require

• Associate's degree in Accounting, Business or related field, or equivalent combination of education and related work experience in accounting, payroll or finance required.
• Minimum of three years of high volume (200-300 invoices per week) accounts payable experience.
• Minimum of three years of accounting, finance or payroll experience including account reconciliations and journal entries.
• Must have experience with complex invoices (fund allocations, sales tax issues, complicated maintenance or software agreements).
• Must have the ability to interpret reports and analyze data with attention to detail.
• Must have strong problem solving skills including the ability to recommend options and implement solutions.
• Experience with Ellucian Banner finance system
• Must be detailed and service oriented, and reliable.
• Proficient in Microsoft Office suite (Word, Excel, Outlook).
• Functional knowledge of accounting policies and procedures. Familiarity with chart of accounts.
• Strong organizational, analytical, time-management, and multi-tasking skills.
• Ability to work independently and as part of a team in a fast-paced environment.
• Strong attention to detail, problem solving and reconciliation skills.
• Ability to work under pressure to meet deadlines with minimal supervision.
• Ability to analyze transactions and prepare journal entries.
• Excellent customer service and written and verbal communication skills with diverse groups of people. Interpersonal skills including tact, good judgment, diplomacy and flexibility in relating to a diverse scientific research staff, faculty, and staff personnel at all levels of the Institute.
• Must 10-key by touch.

What We Can Offer