Accounts Payable Coordinator

Job Description

Job Description

Job Title: Accounts Payable Coordinator

Department: Administration 

Reports To: Accounting and Administration Manager

FLSA Status: Salaried; Exempt 

Revised Date(s): September 6, 2024

Summary: The Accounts Payable Coordinator will be responsible for processing invoice requests, maintaining vendor records, and acting as the point person within the organization for receiving, reviewing, and processing approved invoices. The Accounts Payable Coordinator will support monthly, quarterly, and annual closing and audit tasks. The Accounts Payable Coordinator will assist with AP related projects and will collaborate cross-functionally to ensure timely payments. 

  Experience & Education:  Requires a high school diploma or equivalent and at least five years of related experience. An Associate Degree in Accounting or Business and two or more years of accounting experience are preferred. Must demonstrate knowledge of Generally Accepted Accounting Principles (GAAP) related to Accounts Payable, proficiency with accounting and Microsoft Office software, and excellent written and verbal communication skills.

Essential duties include the following. Other duties may be assigned as needed.

Essential Job Duties

• Support the achievement of the Company’s vision, strategic initiatives, and business strategy and objectives, by actively engaging in strategic discussions and projects

  through the L10 meeting process. Complete L10 Rocks and to-do items in accordance with agreed upon scope and deadlines.

• Monitor vendor agreements, contracts, subscriptions, and service renewals to ensure timely review and renewal or terminations

• Maintain a centralized repository of vendor contracts and key terms, including renewal dates, pricing, and notice requirements

• Maintain vendor documentation and records, including W-9s, insurance certificates, tax-exemption forms, and banking information, to ensure accurate 1099 reporting and year-end compliance.

• Review invoices and credit card purchases for compliance with purchasing and spending policies and accurate coding.

• Process invoices and payments, including Foster Care parent, Sponsored Residential Host, and DDM Resident payments, accurately and within established timelines.

• Produce month-end Accounts Payable Aging and Check Register Reports and reconcile with related G/L account.

• Maintain file system for AP data, ensuring compliance with record retention guidelines and destruction procedures.

• Resolve billing discrepancies in a timely and amicable manner.

• Close Accounts Payable module monthly in accordance with established timelines.

• Submit accrual information to the Accountant monthly at closing.

• Provide and/or prepare supporting documentation as requested for audits, projects, or other business needs.

• Establish and maintain procedures manual to provide detailed instructions on how to perform critical duties of this position.

• Successfully complete required training modules by assigned due dates.

• Serve as back-up to other positions in the Business Office, as necessary.

• Comply with all applicable policies and regulations. 

 

ADDITIONAL QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business information, required department documentation, policies, procedures and standard operating procedures, and governmental regulations as required. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, clients, employees, and the general public. Needs to be able to communicate effectively through verbal and written mediums.

 

MATHEMATICAL SKILLS

Ability to calculate figures and amounts as applicable.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of variables in situations where limited standards may exist. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS

Adequate knowledge of Windows processing systems and software (Microsoft Word, Excel, and PowerPoint). Will need the skills to work with an HRIS system to for timekeeping, and use of email.

 

CERTIFICATES, LICENSES, REGISTRATIONS  

Valid driver’s license, clear DMV record as well as acceptable background record. 

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: 

• Copying, filing, and other record keeping duties require the ability to stand, sit, and move from one position to another easily. 
• Computerized record keeping requires the ability to input data from a keyboard quickly and efficiently (use of fingers/ability to feel). 
• Close computer work requires clear vision as well as ability to adjust focus when returning to other tasks.
• The ability to move and/or lift up to 50 pounds as applicable. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties require working in office and residential environment with moderate noise level, including computers, printers, ringing phones, copy equipment and human voices. Must have the ability to work with ethnically, linguistically, culturally, and economically with diverse populations.

 

 

ACCEPTANCE OF JOB DESCRIPTION

I hereby acknowledge understanding of the duties outlined above and agree to perform them to the best of my ability. I also understand that my performance will be formally evaluated by my supervisor at least annually and that evaluation will be thoroughly discussed with me. I have received a copy of this job description.

_______________________________ _____________________ __________________

Employee Name Employee Signature Date