Accounts Payable Coordinator

Company Description Little Friends, Inc. is a private, non-profit organization that empowers children, adults, and families living with autism and other developmental disabilities. The organization offers a range of services, including three alternative schools, family support and consultation, vocational training, and community-based residential programs. Little Friends also operates the nationally recognized Little Friends Center for Autism, providing specialized resources and support. Team members contribute to mission-driven work that focuses on improving quality of life and promoting independence for individuals with diverse needs.

Role Description The Accounts Payable Coordinator is a full-time, on-site role based in Warrenville, IL. This position is responsible for processing vendor invoices, expense reports, and payment requests accurately and on time, ensuring compliance with organizational policies and standard accounting practices. Day-to-day tasks include verifying invoice details, coding expenses to appropriate accounts, preparing and posting journal entries, reconciling accounts payable balances, and responding to vendor inquiries. The coordinator will collaborate with program and finance staff to resolve discrepancies, support month-end closing activities, and maintain organized, up-to-date payable records. The role also involves contributing to process improvements and supporting the overall effectiveness of the finance function.

Qualifications

• Strong accounting and finance skills, including familiarity with Accounts Payable processes and basic financial principles.
• Proficiency in handling expense reports and applying sound analytical skills to review, verify, and resolve discrepancies.
• Ability to prepare and post journal entries (accounting) accurately within established timelines.
• Experience with accounting or ERP software and intermediate skills in spreadsheet and word processing tools.
• Experience with Accounts Payable software/programs and Microsoft Excel
• Attention to detail, strong organizational skills, and the ability to manage multiple tasks and deadlines.
• Effective written and verbal communication skills and a collaborative approach to working with internal teams and external vendors.
• Prior experience in non-profit or human services settings is beneficial.
• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field, or equivalent relevant experience preferred

SPECIFIC DUTIES:

1. Maintains the vendor master file of approved vendors in the agency computer system.
2. Will complete the following tasks monthly, including but not limited to:
3. Assisting in the monthly closing of the general ledger as required.
4. Prepares accrual journal entries for prepaid account, as well as various other balance sheet accounts 
5. Preparing month end, A/P detail report and reconciling to general ledr
6. Investigates past due notices and follow-up with appropriate personnel or vendors when necessary
7. Prepares annual 1099’s for vendors.
8. Reviews all invoices and payment requests for appropriate authorizations and supporting documentation including but not limited to:
9. Matching receipts to bills when they are received from employees.
10. Coding and inputting items to be paid according to Finance department procedures.
11. Bringing unusual payment requests to the attention of the Controller and the V.P. of Finance
12. Print checks and ACH payment for items selected by the V.P. of Finance as required.
13. Upload to bank in Positive Pay check payment to employees and vendors
14. Reconcile monthly credit card purchases to statements and input detail
15. Reconcile monthly Walmart, Staples and Sam’s club statements with purchase orders and invoices
16. Reconcile other vendor statements monthly to activity posted to Financial Edg
17. Obtain W-9’s for all vendors and maintain current file for W-9 forms
18. Responsible for processing employee expense reports
19. Maintains the files of completed check vouchers in a condition that is easily accessible by all finance department personnel.
20. Prepares bi-weekly check/EFT summary for use in cash analysis and bank reconciliation
21. Summarizes daily bank activity on the Cash Forecasting spreadsheet
22. Assist in annual audit as needed
23. Applies payments received from DHS and other vendors against invoices
24. Make deposits twice weekly.

 OTHER DUTIES

1. Other duties as assigned by Controller and/or V.P. of Finance
2. Shall attend required departmental and agency meetings

Work Days/Times: Monday-Friday 

Hours per Week: 30

Salary: $26-31/hour

WAGE TRANSPARENCY NOTIFICATION

Little Friends, Inc., in compliance with House Bill 3129 regarding Pay Transparency, is committed to providing salary and benefits information for all open positions. Please note that all disclosed compensation rates for this role will be determined based on required qualifications, experience, education, skill, training, certifications, and seniority.

Little Friends, Inc. also has the right to offer candidates appropriate compensation rates, determined by the employer, commensurate with the applicant’s qualifications, experience, education, skill, training, certifications, or seniority

Benefits:

• Health, Vision, and Dental Insurance
• 401K
• Excellent EAP (Employee Assistance Program)