Accounts Payable Coordinator

Job Title

Salem Five is a growing regional financial services organization with a rich history of over 170 years. As an independent bank, we are deeply rooted in the communities we serve and offer our employees successful and rewarding careers.

Salem Five has more than 30 retail banking branches throughout Essex, Middlesex, Norfolk and Suffolk counties, strong business banking capabilities, an Insurance division, a Wealth Management & Trust organization and a Mortgage Company that has provided homeownership to generations of families.

Salem Five believes deeply in supporting the communities in which we reside. Donations through our Charitable Foundation or events at the branch or location-level are an important part of our DNA. We would not be the company we are without our commitment to businesses and organizations that help the region thrive and to our employees. Come see what we're all about.

This position requires the ability to work in the Salem, MA offices.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Prepare and organize significant volume of invoices received from hundreds of vendors for the Bank, Mortgage Company and other Bank subsidiaries. This includes recording proper vendor numbers, sorting by pay date, verifying proper general ledger number to expense and verifying authorized approval.
• Review invoices for proper approval or documentation and resolve any deficiencies with the officers who submitted the incomplete or incorrect invoice.
• Administer the Concur website, including interacting with Concur to apply system updates.
• Maintain confidential employee information, including personal accounts for reimbursement of approved expenses through Concur system.
• Review all expense reports and receipts submitted through Concur by employees of all levels for accuracy before CFO approval. Reject and return inaccurate or incomplete reports to the submitter.
• Set up of new vendors including obtaining W-9 and reporting to Commonwealth of Massachusetts.
• Verify that invoices are properly coded and forward to Senior Management for review and authorization for payment.
• Input authorized invoices into Accounts Payable system by pay date. Verify the accuracy of Responsibility Center codes and general ledger allocations. Responsible for assuring that no duplicate bills are paid.
• Perform actual payment process for the Bank, Mortgage Company and other Bank subsidiaries. Includes check preparation, check printing, report printing and daily closing. On a strict time schedule, have checks signed, collate checks and prepare for mailing. Upload the check information to ARP official check system.
• Manage the AP ACH payment system, including acting as liaison with Fiserv throughout the implementation and maintenance of the system.
• Maintain confidential vendor ACH information required to remit payments electronically.
• Prepare separate payment file for ACH specific vendors, insuring proper information is included on each record, verifying file is complete and the process is consummated.
• Organize and maintain a complete and accurate filing system for thousands of invoices to ensure payment record and ease of research.
• Research all paid and unpaid invoice inquiries from various departments and outside vendors. Research budget questions for various departments.
• Manage the entire 1099 tax reporting process for vendor payments, including proper mailing of 1099 forms to appropriate vendors after year-end and transmitting accurate 1099 information to the IRS via internet connection.
• Research and correct any 1099-Misc discrepancies with the IRS.
• Maintain office supply inventory, including ordering of necessary supplies weekly.
• Provide printed reports for Default Management, Marketing and others as requested.
• Prepare monthly report of sales/use tax to be remitted to the state. The tax is then remitted via internet by another accounting employee.
• Perform monthly allocation of the stationary and supplies invoice to cost centers based on usage.
• Review and verify backup of invoices charged to Facility Department debit card.
• Prepare allocation entry for Bank store purchases.
• Monitor outstanding AP checks. Place stop payments and reissue to vendor if lost/stolen.
• Regular attendance is essential to this position.
• Assumes additional responsibilities as requested.
• Demonstrates compliance with banking business laws and regulations as defined in company policies and procedures pertinent to the position.

Education and/or Experience: Two year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Benefits/Incentives: We offer a comprehensive benefits package designed to support your well-being and success, including medical, dental, and vision coverage; Flexible Spending and Health Savings Accounts; 401(k) matching; and tuition reimbursement. You will also enjoy additional perks such as our employee referral program, annual holiday reception, summer family outing, and more.

Salary Range: $55,000 - $70,000

The pay range is the lowest to highest compensation we reasonably in good faith believe we would pay at posting for this role. We may ultimately pay more or less than this range. Employee pay is based on factors like relevant education, qualifications, certifications, experience, skills, seniority, location, and performance. This range may be modified in the future.

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

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and talk or hear. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.