Accounts Payable Coordinator

Accounts Payable Coordinator

Venice Campus - Venice, FL 34293

Overview

Position Type Full Time Job Shift Day Category Accounting

Description

Senior Friendship Centers has an opening for an Accounts Payable Coordinator. Senior Friendship Centers has been supporting seniors in SWFL for over 50 years and we're looking for an experienced Accounts Payable Coordinator! The Accounts Payable Coordinator who will be responsible for all Accounts Payable (AP) functions, including coding, payment, scanning and reporting, as well as other administrative duties within the Fiscal department located at our Venice campus.

The successful candidate will be someone who enjoys working as an integral member of our team and embodies the core values of the Senior Friendship Centers including: Respect, Compassion, Integrity and Collaboration.

The mission of the Senior Friendship Centers is "we build vibrant communities by advancing wellness, connection, and enrichment throughout the journey of aging." Older adults throughout Sarasota, DeSoto, Charlotte and Lee counties are relying on the Senior Friendship Centers for help with nutrition, adult day services, social engagement, education, help in times of crisis, and so much more.

The Accounts Payable Coordinator is a full-time position with benefits including health, dental, vision and life insurance, a 403b with an employer match, generous PTO, paid holidays and the knowledge that you have contributed to a great mission! Apply today!

Essential Functions:

Operational:

• Ensure that all AP invoices have appropriate approvals, supporting documentation, and authorization, and that approvals are within limits defined by policy.
• Assignment of expense codes for AP including appropriate expense allocations
• Enter AP batches into accounting software weekly and complete the payment cycle.
• Responsible for weekly AP Positive Pay and ACH file preparation.
• Use Adobe Pro to create, edit and combine files. Scans AP batches after processing into Adobe to create weekly electronic AP file.
• Complete weekly supply ordering and manage reception area.
• Complete weekly cash counting and cash deposit with another staff member or volunteer.
• Enter monthly cash disbursements into accounting software in a timely manner.
• Receive and disperse incoming daily mail and update check log for payments received each day.
• Ensure that all credit card charges for all employees have appropriate approvals and receipts. Reconcile and import into accounting software the monthly credit card expenses for all employees.
• Obtain all necessary ACH authorization and W9 information from vendors.
• Coding and recording of invoices, assigning to the correct program area and funding source to each.
• Assists in cash flow management via AP management through due date tracking and staggering, and by matching large payable outflows with corresponding receivable inflows.
• Manage vendor relationships and maintain documentation for leases and insurance policies.
• Liaison for office equipment issues, communicating and problems to equipment vendor.
• Support Business Manager with contracted vendor relationships (IT, communication, utilities, etc.)
• Periodically create reports and information as requested by program staff and/or management.
• Perform general ledger account analyses and make corrections when necessary.
• Assist with internal and external audit functions, to include AP schedules and general ledger line-item reconciliation.
• Coordinate and track workers' compensation certificates from vendor agencies.
• Prepare IRS form 1099 at year end for eligible vendors.
• Backup for Accounting Specialist, completing client billings and cash receipts.
• Attend meetings and trainings as required.

Organizational:

• Report any incident of abuse or neglect as mandated by state guideline.
• Must comply with all Senior Friendship Centers personnel policies
• Must protect the safety and health of the staff and others. Must observe and follow the provision of the Senior Friendship Center accident prevention, safety and reporting of injury, accident and incident policies as prescribed in the Employee Handbook and Department Safety Rules

Supervisory Responsibilities:

• None.

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 the essential functions.

• Work environment may vary between locations and include stairs, office space adaptation when traveling, and a moderate noise level.
• Senior Friendship Centers is a drug free and Smoke free workplace.

Other Duties:

Please note: while this job description is intended to be an accurate reflection of the primary requirements of the job, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to add or remove duties, responsibilities, and activities at any time with or without notice when circumstances (e.g. emergencies, changes in workload, rush jobs, or technological developments) dictate.

Qualifications

Competencies:

• Ability to apply critical thinking skills to accounting processes to determine appropriate codes, application of data, and processing steps.
• Strong attention to detail with the ability to work with high volumes of numbers and data.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills with strong time management skills and the ability to meet strict deadlines.
• Must be friendly, flexible, able to handle challenges, and able to work with limited supervision.

Education, Experience, Licenses, and Certifications:

• Requires an Associate Degree in Business or related field, or any equivalent combination of training and experience which provides requisite knowledge, ability and skills to perform the essential functions of the job may substitute for educational requirements.
• Must be proficient with Microsoft Office Suite and experienced in database management.
• Must be proficient at basic Excel functions, be comfortable creating and navigating through spreadsheets, utilizing Excel functions to create more efficient processes.
• Must be proficient with Adobe Pro or have the ability to become proficient with Adobe Pro within three months.
• Must be familiar with and have the ability to self-support with general computer, printer, and office equipment day to day functions.

Physical Demands:

• Prolonged periods standing, sitting at a desk and working on a computer.
• Must be able to lift up to 30 pounds at times.
• Must be able to independently access various departments of a given location.

Travel:

• Occasional travel for administrative tasks may be required. Must have reliable transportation.
• A valid Florida Driver's License and proof of insurance for business related travel are required.

Additional eligibility requirements:

• Satisfactory clearance of a fingerprint based, level II background screening and pre-employment substance abuse testing are required.
• Must be authorized to work in the United States.

Affirmative Action/EEO statement:

It is the policy of Senior Friendship Centers to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities.

All applicants must pass a Level 2 Background Screening. Level 2 background screening is Florida's highest level of background check. It is required by Section 435.04, Florida Statues for individuals working in positions of responsibility or trust. Level 2 screening helps ensure that people who care for children, seniors, and vulnerable populations are safe and trustworthy.