Accounts Payable Coordinator

Accounts Payable Coordinator

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Department: Accounting Job Status: Full Time

FLSA Status: Non-Exempt Reports to: AP Supervisor

Work Schedule: Monday-Friday 8:00am-5:00pm Positions Supervised: N/A

Position Summary:

The Accounts Payable Coordinator performs bookkeeping, clerical, and some administrative duties related to the efficient maintenance and processing of accounts payable transactions. Work involves process, distribution and maintenance of invoices, checking balances and setting up financial records. The AP Coordinator facilitates paying the organization's bills/invoices. The incumbent will handle incoming invoices that require payment to be made. One of the primary roles of the AP Coordinator is to collect and verify all incoming invoices. As coordinator, he/she will work closely with others in the department or various departments ensuring the veracity of incoming invoices with sources within and outside the company. The invoices are to be paid in a timely manner, that conforms to the company's payment policies and/or as required by the issuer of the invoice. The AP Coordinator matches bank account transactions (payments) against the AP Ledger to reconcile transactions as efficiently as possible; He/she will also prepare account reconciliation and maintain organized records that may be reported to the rest of the accounting department. The coordinator also tracks invoices and payments due, prioritizing them according to the terms of the invoice. Additionally, they carefully monitor all payments made and maintain those records for potential future reference or audits.

Essential Functions:

• Accurately enter invoices into AP system after verification to ensure payments are issued correctly.
• Verify all invoices for proper accounting, approval signature, and dollar amount. Invoices coming in require that completed and approved paperwork be attached prior to processing for payment. The three way matches for merchandise invoices.
• Review and reconcile pending invoices, expense reports, and billing terms to ensure proper timely payments.
• Reconcile vendor statements, research, correct discrepancies and reply to vendor's concerns related to payment issues.
• Prepare and gather all information needed for checks, wires and ACH payments, to ensure timely payment processing.
• Prepare weekly and/or daily payment cycle to pay vendors timely.
• Ensure signed checks are mailed for prompt delivery.
• Responsible for maintaining proper documentation and posting of all petty cash checks issued.
• Provide support to vendors when they inquire about payments or have general questions.
• Assists with special projects as necessary.

Knowledge, Skills, & Abilities:

• Ability to multitask required
• Ability to solve problems required
• Ability and desire to work with high volume of transactions
• Must be detail oriented and have a high degree of accuracy
• Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, other office procedures and terminology
• Ability to work in a fast-paced environment
• Ability to communicate effectively with all levels of management, co-workers and vendors.
• Ability to closely follow detailed procedures and processes.
• Economics and Accounting Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
• Must be able to perform basic arithmetic calculations (e.g., addition, subtraction, multiplication, division, and percentage functions.)
• Strong planning and organizational skills with ability to work under strict deadlines.
• Ability to function independently as well as part of a team in a multi-task environment.
• English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Positive attitude in all undertakings
• Very dependable

Education/Experience Required:

Associate's degree (AA) in Business Administration, Accounting, or a related field from a two-year college or technical school; or an equivalent combination of education, training, and experience in accounts payable. Prior experience with JD Edwards preferred. Bi-lingual; English and Spanish required. Excellent organizational skills and knowledge of basic computer-based accounting programs are required.

Computer Skills:

• Knowledge of Accounting software
• Excellent computer skills with working knowledge of MS Office programs (Outlook, Excel, PowerPoint & Word)
• Ability to create spreadsheets using Excel
• JD Edwards Software is preferred

Physical Demands:

Physical Abilities Lift /Carry

Stand O (Occasionally) 10 lbs or less O (Occasionally)

Walk O (Occasionally) 11-20 lbs O (Occasionally)

Sit C (Constantly) 21-50 lbs N (Not Applicable)

Handling / Fingering C (Constantly) 51-100 lbs N (Not Applicable)

Reach Outward O (Occasionally) Over 100 lbs N (Not Applicable)

Reach Above Shoulder O (Occasionally)

Climb N (Not Applicable)

Squat or Kneel N (Not Applicable)

Crawl N (Not Applicable)

Bend N (Not Applicable)

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently) Occupation requires this activity from 33%-66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)

Other Physical Requirements

• Vision: (Near, Distance, Peripheral, Depth Perception) The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Sense of Sound (Sounds)
• Sense of Touch

Work Environment:

Office Environment Working conditions are good. Working environment is primarily in a climate-controlled office. The noise level in the work environment is usually moderate.