Accounts Payable Coordinator

THE SALVATION ARMY – North and Central Illinois Division Job Title: Accounts Payable Coordinator Location: Finance Department Reports To: Accounting Manager – Accounts Payable Accounts Receivable FLSA Category: Full Time, Non-Exempt Pay Grade: 405 Pay Rate: $21.81 – $26.17

JOB SUMMARY

Supports accounting operations, processing accounts payable for locations. This position is responsible for processing, verifying, and reconciling invoices and payments in compliance with the organization policies, donor and grant requirements, and nonprofit accounting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Invoice Review, Coding & Processing Receive, review, and verify invoices for accuracy, completeness, and appropriate documentation. Code invoices to the correct department, program, fund, grant, or entity in the accounting system. Match invoices to purchase orders or contracts and ensure proper authorization based on the Division's approval hierarchy. Maintain organized electronic records of invoices, approvals, and payments to ensure audit readiness. Multi-Entity & Fund Accounting Process accounts payable transactions across multiple entities, cost centers, and restricted funds. Support consolidated reporting for divisional financial statements and audits. Vendor Relations & Compliance Maintain vendor records and ensure tax documentation (e.g., W-9, 1009) and nonprofit compliance requirements are current. Serve as a primary contact for vendor inquiries and payment status updates. Ensure all payments comply with Salvation Army policies, donor restrictions, and grant agreements. Prepare required sales tax report from renew and submission as appropriate. Payment Processing Prepare and schedule payments via ACH, wire transfer, or check in accordance with organizational deadlines. Verify approvals and documentation prior to disbursing payments. Monitor cash flow requirements to ensure timely vendor payments while maintaining adequate liquidity. Track recurring expenses such as rent, utilities, and service contracts. Month-End & Year-End Close Assist with year-end accruals. Provide reports and supporting documentation for financial statements, audits, and grant reporting. Support auditors and grant monitors by preparing and organizing A/P documentation as requested. Compliance, Internal Controls & Process Improvement Uphold internal controls for approvals, segregation of duties, and transaction accuracy. Maintain compliance with GAAP, Uniform Guidance (2 CGR Part 200), and The Salvation Army's internal policies. Use workflow automation tools in the accounting software to streamline invoice routing and approval. Reporting & Collaboration Generate regular reports such as A/P aging, outstanding invoices, and cash requirements. Collaborate with finance, grant management, and program teams to ensure correct cost allocation and spending compliance. Communicate effectively with departments to resolve invoice or documentation discrepancies.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Education Associate degree in Accounting, Finance, or a related field. Experience Three (3) to five (5) years of accounts payable relevant experience, preferably in a nonprofit or multi‑entity environment. A minimum of three to five years working with a web‑based accounting program doing accounts payable. Candidates must have a passion for fulfilling the mission of The Salvation Army and must be articulate in presenting the same to others. Candidates must successfully pass the pre‑employment background inquiry and annual motor vehicle check with a valid driver's license. Skills / Abilities Candidates must have a passion for fulfilling the mission of The Salvation Army and must be articulate in presenting the same to others. Candidates must successfully pass the pre‑employment background inquiry and annual motor vehicle check with a valid driver's license. Willing to promote the mission of the Salvation Army. Experience in a multi‑entity environment. Confidentiality and integrity are essential. Excellent interpersonal skills and professional manner. Quick and accurate data entry skills. Understanding of nonprofit accounting principles, including fund accounting and grant tracking. High attention to detail, accuracy, and confidentiality. Strong organizational, analytical, and communication skills Ability to manage high transaction volume across multiple funding sources and entities. Proficiency in applications, including demonstrated experience in using a web‑based software, e‑mail, MS Office applications. Demonstrate ability to adopt to standard operating procedures Positive attitude and customer service orientation. Excellent organization skills and ability to function in a paperless environment. Valid MVR is required. #J-18808-Ljbffr The Salvation Army USA Central Territory