Accounts Payable Coordinator

Accounts Payable Coordinator

Supports: Finance & Operations

Organizational Reporting: Executive Director

Role Type: Part-Time Staff Role (29 hours per week)

Role Purpose

The Accounts Payable Coordinator role exists to ensure that every dollar Plainfield Christian Church spends is properly requested, documented, approved, and paid; that ministry leaders have clear, timely information about their spending; and that the church's books for all disbursements are kept accurately. This role frees ministry leaders to focus on ministry by making the process of getting things paid simple, dependable, and well-stewarded.

This role is both relational and operational. It works alongside the Accounts Receivable Coordinator, who keeps the books for money coming in, within a finance structure that deliberately separates the handling of money going out from money coming in, a practice that protects the congregation, the staff, and the church's witness.

Core Role Job Products

Disciplined Check Request & Invoice Processing

• Receive check requests and invoices from ministry leaders, confirming approval, supporting documentation, and fund and account coding.
• Enter approved invoices and check requests into the accounting system, coded to the correct fund and account.
• Prepare check runs, print checks, route them to authorized signers with supporting documentation, and see them mailed according to church procedure.
• Review staff and volunteer reimbursement requests for documentation and policy compliance.

Vendor Management & Tax Compliance

• Maintain the church's internal vendor file, including contacts, terms, and documentation.
• Collect a completed W-9 and obtain Executive Director approval before setting up any new vendor in the accounting system.
• Prepare and issue annual 1099s using vendor payment totals from the accounting system, staying current on reporting thresholds and deadlines.

Credit & Purchasing Card Stewardship

• Administer the church's credit and purchasing card program, including issuing cards, setting limits, and closing cards promptly when no longer needed.
• Collect receipts, code charges, and reconcile every charge to the monthly card statement by each statement close.

Expense Bookkeeping & Reporting

• Prepare and publish the monthly departmental expense report showing spending against budget.
• Post expense-side journal entries and accruals and complete the expense portion of the month-end close, with any manual journal entry approved by the Executive Director.
• Prepare the expense section of the month-end financial reports and explain variances to leadership.

Servant-Hearted Support for Ministry Leaders & Vendors

• Serve as the clear, friendly point of contact for anyone who needs something paid, training ministry leaders on check request, reimbursement, and card procedures and helping them understand their budgets.
• Communicate with vendors professionally and ensure they are paid accurately and on time.
• All the above to be facilitated with an awareness that every dollar spent was first given as an act of worship, and with an eye toward making it easy for ministry leaders to do ministry well.

Effective Team & Operations Integration

• Document requests, approvals, and questions in writing so the church's financial records carry a clear audit trail.
• Provide finance updates during bi-weekly Operations Team meetings.
• Cross-train with the Accounts Receivable Coordinator to provide coverage during absences, following documented coverage procedures, and model a collaborative, servant-hearted posture within the staff team.

Role Expectations & Competencies

Systems & Technical Expectations

• Demonstrated proficiency in Microsoft Office, particularly Excel (Outlook, Word, Excel, Teams).
• Experience with church management and accounting software; REALM and REALM Accounting experience strongly preferred.
• Solid working knowledge of fund accounting, double-entry bookkeeping, accruals, and W-9 and 1099 requirements.
• Two or more years of experience in bookkeeping, accounts payable, or nonprofit/church finance preferred.

Professional & Ministry Expectations

• Exceptional accuracy and attention to detail, with consistent follow-through.
• Clear written and verbal communication.
• Ability to manage recurring weekly and monthly deadlines in a busy ministry environment.
• Discretion and confidentiality when handling vendor, staff, and financial information.
• Alignment with the mission, vision, and values of Plainfield Christian Church.
• A "Can-Do," hospitable spirit.
• Contributes to team and organizational success by supporting cross-functional initiatives and taking on additional tasks as appropriate.

Stewardship & Separation-of-Duties Expectations

• Does not enter, post, or adjust any contribution, or handle cash and checks received by the church.
• Sets up vendors only with a W-9 and Executive Director approval; the Executive Director reviews vendor changes monthly.
• Does not reconcile bank accounts (reconciled by the AR Coordinator, signed off by the Executive Director).
• Does not approve their own journal entries; manual entries are approved by the Executive Director.
• Holds no check-signing authority, and is not the only person to both request and mail a check.
• Signs the church's confidentiality and stewardship acknowledgement.

Measures of Success

Success in this role will be demonstrated by:

• Approved check requests and invoices entered and processed promptly, with vendors paid accurately and on time.
• No vendor paid without a W-9 on file, and 1099s issued accurately by January 31.
• The weekly departmental expense report published on schedule and relied on by ministry leaders.
• The expense section of month-end reports delivered on schedule with clear explanations of variances.
• Ministry leaders finding the process of getting things paid clear, simple, and dependable.