Accounts Payable Coordinator

JOB SUMMARY:

The Accounts Payable Coordinator is responsible for managing the organization’s accounts payable processes, verifying all invoices have the appropriate documentation and approval prior to payment, ensuring accurate and timely processing of invoices, and maintaining financial records in compliance with company policies and regulations.

KEY RESPONSIBILITIES:

Invoice Processing: Review, verify, and process invoices and purchase orders, ensuring accuracy in coding to appropriate cost centers and general ledger accounts. Payment Processing: Schedule and prepare payments, resolve invoice discrepancies, and ensure vendors are paid both accurately and in a timely manner. Vendor Management : Maintain and update vendor files, including contact information, payment terms, and tax statuses. Respond to vendor inquiries and reconcile vendor statements to ensure accurate records. Assist in the completion of credit applications as needed. Tax Compliance : Ensure completion of vendor W-9s, and preparation of sales tax exemption certificates when needed. Prepare and submit monthly sales tax reports to the WI DoR, and process and distribute all vendor 1099s annually. Record Keeping : Maintain accurate and organized records of all accounts payable transactions. This may include filing documents and creating reports on payment activities and account balances. Expense Reconciliation : Reconcile accounts payable transactions, prepare analysis of accounts, and assist in monthly closings. Ensure that all expenses are properly coded and allocated to the correct cost centers, maintaining consistency and accuracy in financial records. Billing Assistance: Support billing and receivables workflow, through the completion of various tasks as deemed appropriate by the Accounts Receivable Supervisor. Internal Controls: Ensure compliance with internal financial controls and procedures for accounts payable, contributing to effective financial management and fraud prevention. Continuous Improvement : Identify opportunities for process improvement in the accounts payable function to enhance efficiency and accuracy. Team Collaboration: Work closely with other departments to ensure that expenses are recognized in the correct period and that all financial deadlines are met. Provide assistance to other business office staff if necessary, and perform other accounting/administrative duties as assigned.

QUALIFICATIONS:

An associate’s or bachelor’s degree in finance, accounting, or a related field is preferred. Previous experience in an accounts payable role or similar financial position. Proficiency in accounting software and Microsoft Office Suite, especially Excel. Strong understanding of accounting principles, financial reporting, and accounts payable processes. Good communication and interpersonal skills, with the ability to interact effectively with vendors and team members.

SKILLS:

Strong numerical and analytical skills. Effective problem-solving and decision-making abilities. High level of accuracy and attention to detail. Excellent time management and organizational skills.

WORKING CONDITIONS:

This role operates in a lighted, climate-controlled, office environment, with access to typical office machinery and equipment. Sitting for extended periods of time may be required, in addition to occasional light lifting, bending or reaching. Off-campus errands may be required on occasion.

BENEFITS:

Health insurance Dental insurance Life insurance 403(b) retirement plan Paid-time off Employee assistance program #J-18808-Ljbffr Cedar Crest Inc