Position Summary

The American Association of Pharmaceutical Scientists (AAPS) is recruiting for a Staff Accountant. The Staff Accountant is responsible for supporting and executing many of the primary accounting functions at AAPS.  The Staff Accountant performs technical and administrative accounting work to maintain the fiscal records and systems of the organization. 

Essential Duties and Responsibilities

• Perform a variety of account analyses and reconciliations.
• Execute all functions related to Accounts Payable including:
• Review A/P invoices in Bill for proper GL account coding, accounting treatment, and due date for payment.
• Maintain A/P transaction flow by preparing A/P batches for data entry.
• Prepare weekly payment run for approval.
• Review monthly A/P reconciliation report.
• Administrator knowledge of Bill system.
• Train new staff on Bill system.
• Process and maintain cash receipt/disbursement transactions.
• Prepare A/R monthly reconciliation including A/R aging schedule.
• Enter exhibitor and sponsorship payments in the eShow portal and run payment reports.
• Provide assistance to all departments for iMIS-related inquiries and process iMIS-related transactions.
• Prepare credit applications for vendors.
• Serve as liaison to all departments associated with assigned reconciliations (e.g. deferred dues, travel advances, and deposits).
• Prepare journal entries as directed by Accounting Manager.
• Prepare weekly cash projection spreadsheet to determine whether the organization has adequate cash to pay vendors.
• Process banking transactions including but not limited to wire transfers, electronic deposits, electronic lockbox, and transactions relating to cash disbursement checks.
• Prepare monthly bank reconciliations.
• Prepare monthly accruals.
• Prepare prepaid amortization schedules in Intacct and post schedule entries monthly.
• Interact with staff and outside vendors including bank and credit card companies.
• Assist with audit by preparing audit schedules.
• Assist with annual budget process as required with an emphasis on generating budget data for the Finance Department.
• Prepare annual tax return filings for Federal Form 1099, 990-N, and Group Exemption.
• Prepare W9 forms as required.
• Prepare unclaimed property.
• Prepare quarterly state sales/use tax filings.
• Other duties as assigned.

Additional Responsibilities

• Other responsibilities as appropriate and necessary to achieve department and AAPS goals and objectives.
• In the performance of their respective tasks and duties, all employees are expected to:
  • Perform quality work within deadlines with or without direct supervision.
  • Interact professionally with other employees, members, volunteers, and vendors.
  • Work effectively as a team contributor in all assignments.
  • Work independently while understanding the necessity for communicating and coordinating work efforts with other employees, members, and organizations.

Qualifications

• Working knowledge of internal controls and generally accepted accounting principles.
• Ability to prepare and analyze financial reports. 
• Intermediate knowledge of Excel and Word
• Experience with accounting software and membership systems, preferably Sage Intacct and iMIS.
• Exceptional oral and written communication skills.
• Ability to multitask and organizational skills.
• Ability to maintain high level of confidentiality.

Education and/or Experience

• Bachelor’s degree in accounting or related discipline is preferred.
• At least two to four years of accounting experience.

Physical Demands

Majority of work is performed on a personal computer sitting at a desk for long periods of time throughout the day. May be expected to lift boxes up to 15 pounds. Travel to PharmSci 360 and others as requested. Standing for long periods of time and walking at meetings is required.   Ability to remain professional in stressful and crisis situations is critical.

Work Environment

Work is performed within a fast-paced high volume, detail-oriented environment. AAPS is a full-time remote office.

About AAPS

The American Association of Pharmaceutical Scientists (AAPS) is a scientific association of almost 9,000 members who are employed in industry, academia, government and other research institutes worldwide. Founded in 1986, AAPS provides a dynamic international forum for the exchange of knowledge among scientists to enhance their contributions to public health. AAPS offers timely scientific programs, ongoing education, information resources, opportunities for networking, and professional development.

Connections working at AAPS