Accounts Payable Coordinator

Job Description

Job Description

POSITION SUMMARY :

The Accounts Payable Coordinator is responsible for reviewing, processing, and initiating payments for all AP related transactions across multiple entities. The position processes transactions for multiple subsidiaries and initiates payments from multiple bank accounts. Typical responsibilities include processing vendor invoices, purchase requisitions, purchase orders, expense reports, pack slips, and manages supporting documentation. This position is expected to operate independently with minimal direct supervision from the Accounting Manager by following established procedures and guidelines to perform the job's essential functions.

 

DUTIES AND RESPONSIBILITIES:

• Processes all vendor invoices by matching requisitions, purchase orders, and packing slips. 
• Processes all non-purchase order-related invoices. 
• Verifies that invoices have appropriate authorization and supporting documentation prior to payment processing. 
• Codes invoices and expense reports with cost center and general ledger account numbers. 
• Maintains organized files for historical data that can be easily referenced as needed.
• Assists with maintaining the employee expense reports policy and procedures. 
• Processes all employee expense reports. 
• Processes all travel advances for SCC travelers.
• Responsible for automated and manual check printing and distribution. 
• Answers all vendor inquiries (external & internal). 
• Acts as a backup auditor of SCC’s internal lunch program and lunch vendor invoices, including reconciliation of cash related to the lunch program. 
• Obtains approval of invoices by proper management when required. 
• Enters AP related journal entries in ERP system (Netsuite).
• Assists in general ledger & spend review as a part of month-end close process.
• Prepares and files all annual Form 1099s. 
• Assists with gathering data for annual audits. 
• Assists with budget research and explanation for all business units. 
• Provides additional accounting support to the Accounting Manager and Controller as needed. 
• Ensures strict confidentiality of financial records.  
• Complies with all approved procedures, directives and guidelines. 
• Performs other duties as assigned.

Education Required:

• High School Diploma required.
• Associate’s or BS in Accounting, Finance, or a related field highly preferred.

Experience Required:

• Minimum of three years of AP or related accounting experience.
• Intermediate MS Office skills.
• Experience with NetSuite or a comparable ERP system preferred.

Skills Required:

• Strong attention to detail and accuracy.
• Ability to work independently and manage multiple priorities.
• Strong organizational and time-management skills.
• Effective written and verbal communication skills.
• Ability to research and resolve invoice, payment, and vendor discrepancies.
• Proficiency with MS Office, particularly Excel.
• Ability to maintain confidentiality of financial and employee information.
• Ability to work effectively in a fast-paced, multi-entity environment.

Travel Required:

No

Physical Demands: 

The physical demands described here represent 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 the essential functions. While performing the duties of this position, the employee is regularly required to talk and hear verbal communication. The employee is frequently required to sit and regularly required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus. Moderate to extensive keyboard activity is needed. Some lifting (up to twenty pounds) may be required. 

 

Work Environment:

Work is a typical office setting: an air-conditioned, ventilated, and lighted environment. 

(80% is sitting). Occasionally called upon to work overtime or odd schedules. 

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Environmental conditions are somewhat variable, but generally acceptable in terms of temperature, ventilation, and lighting with CRT exposure.