Accounts Payable Coordinator (Finance & Accounting)

Accounts Payable Coordinator

Under general supervision, the Accounts Payable Coordinator will perform accounting tasks related to efficiently maintaining and processing a high volume of accounts payable transactions in a paperless environment.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned as needed. These essential functions require a consistent presence in the work environment on a regular basis, and regular attendance must be maintained.

• Proactively manages business relationships with internal customers and assigned vendors to ensure excellent customer service.
• Monitors accounts payable processes, submits improvement recommendations, and updates accounts payable training material as needed.
• Apply appropriate accounting principles and methods in maintaining the fiscal records for the agency.
• Review invoices and receipts by performing thorough research to determine status and resolve discrepancies, if needed.
• Reviews expenditures to ensure they are reasonable, necessary, and within internal policies.
• Process invoices by manual entry, interface, or copy and paste function.
• Leads the check run process on a rotating basis and submits the automated banking files.
• Researches and resolves vendor account issues.
• Ensure vendor discounts are taken as appropriate.
• Review and process employee expense reports.
• Maintains accounting ledgers by verifying and posting daily account transactions.
• Verifies vendor accounts by reconciling monthly statements.
• Provides accurate and effective document preparation and records management relative to the accounts payable function in accordance with records retention policies and procedures.
• Provides accounts payable training to various departments within the organization.
• Documents completion of the assigned tasks and updates the tickler file.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Participate in trauma informed care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.
• Recognize the significance of a data-driven organization that adheres to expanded policies and practices in the area of data governance. Learn the distinct and different roles to include: Data Trustees, Data Domain Stewards, Data System Custodians, Data Stewards, and Data Users. Effectively collaborate with the various data roles as needed on a daily basis or in a project capacity.
• Employees are expected to use generative AI solutions ethically and responsibly.
• Other duties as assigned.

Behavioral Competencies

This position requires the incumbent to exhibit the following behavioral skills:

1. Values Driven | Demonstrates an understanding of the values (Compassion, Equity, and Excellence) and embodies the values in their work and interactions with residents, vendors, co-workers, supervisors, board members, community members, and other stakeholders.
2. Customer Service | Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing excellent service.
3. Effective Use of Information | Communicates important information to those who need to know clearly, securely, effectively, orally and/or in writing; proactively exchanges accurate and timely information.
4. Commitment and Continuous Improvement | Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long-term solutions.
5. Teamwork | Balances team and individual responsibilities; exhibits compassion, objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts of Excellence; attends, supports, and participates in the organization's team building events.
6. Responsiveness and Accountability | Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

Education

• High School Diploma or General ED

Experience

• Four (4) years of experience in high-volume accounts payable processing in an automated environment.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understand document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud-accessible applications including but not limited to One Drive, Outlook, Word, Excel, and PowerPoint, or MAC or PC desktop equivalent, is acceptable.
• Successful completion of a criminal history background check, education, and work history verification, and drug screening test.

Preferred Education and Experience

• Ability to learn cloud technologies such as LucidChart for diagram, workflow and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

License + Certificates

• Texas Class "C" driver's license at the time of placement and insurable by the organization's fleet and liability insurance carrier.
• Must have the ability to earn certifications as required by assigned tasks.

Technical Skills

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of interpersonal skills.
• Ability to work confidentially with discretion.
• Ability to assure compliance with applicable policies, procedures, and governmental regulations.
• Ability to plan and organize work.
• Ability to operate a variety of office equipment and machines including computer terminals, computers, and spreadsheet applications.
• Excellent data entry skills.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to work independently with little direction.
• Ability to meet schedules and timelines.
• Ability to communicate effectively both verbally and in writing.
• Ability to work respectfully and courteously with staff and the general public.
• Basic knowledge of office software, including Adobe PDF, Excel, Windows, Google Drive, and Google applications.

Physical Demands

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

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. The employee must occasionally transport up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Environment

• The noise level in the work environment is usually moderate.
• High level of interaction with external/internal clients.
• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

Outside Environment

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities if it would not impose an "undue hardship" on the operation of the employer's business.

Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism, and honesty

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