Accounts Payable Coordinator

Duties and Responsibilities

• Accounts Payable Processing
• Serve as the primary coordinator and internal point of contact for Microix accounts payable workflows and invoice processing.
• Maintain, troubleshoot, and monitor Microix workflow issues to ensure timely routing, approvals, and payment processing.
• Research and resolve workflow, coding, approval, and system-related issues promptly to avoid operational delays.
• Cover unresolved workflow or accounts payable processing issues with internal departments and system support resources.
• Review and respond to Accounts Payable and department emails within established timelines.
• Review, verify, and process invoices through Microix and the accounting system.
• Ensure invoices contain proper approvals, coding, supporting documentation, and vendor information prior to processing.
• Coordinate weekly payment selections with the Controller and CFO.
• Process weekly check runs and electronic payments timely and accurately.
• Submit approved check registers and coordinate payment distribution.
• Monitor AP Aging reports and assist with follow-up on outstanding vendor items.
• Research and resolve outstanding checks and stale-dated payments.
• Maintain organized accounts payable files and supporting documentation in accordance with record retention requirements and federal funding guidelines.
• Communicate with vendors and internal departments regarding invoice status, payment inquiries, and missing documentation.
• Vendor Management & 1099 Administration
• Establish and maintain vendor records in MIP/Abila in accordance with organizational policies and required documentation standards.
• Review vendor setup documentation for completeness, including W-9 forms and required approvals, prior to vendor creation.
• Maintain accurate vendor files, including tax documentation, payment terms, and banking information.
• Cover vendor changes in accordance with internal verification and approval procedures.
• Follow established verification procedures for vendor banking changes and electronic payment requests.
• Prepare, review, and distribute annual 1099 forms in accordance with IRS requirements and organizational timelines.
• Maintain organized vendor and 1099 documentation for audit and compliance purposes.
• Banking & Reconciliations Support
• Review and approve Positive Pay exceptions daily within bank deadlines.
• Process ACH clearing entries timely to support accurate and timely bank reconciliations.
• Complete monthly credit card reconciliations, including Chase and Sam’s accounts.
• Ensure reconciliation batches align with bank withdrawals and supporting records.
• Aid with monthly bank reconciliation support and follow-up on reconciling items.
• Maintain assigned balance sheet reconciliation schedules, including prepaid and liability accounts.
• Prepare and update prepaid expense schedules.
• Prepare recurring journal entries for assigned accounts.
• Ensure all assigned reconciliations, invoice processing, and accounts payable activities are completed in accordance with month-end close timelines.
• Month-End & Financial Operations Support
• Support month-end close activities by completing assigned reconciliations and schedules timely and accurately.
• Maintain accurate supporting documentation for assigned accounts.
• Aid with audit, monitoring, and compliance requests related to accounts payable and vendor documentation.
• Utilize departmental checklists and workflows to ensure timely task completion.
• Escalate unresolved discrepancies, operational concerns, or delays timely.
• Compliance & Internal Controls
• Follow established accounting procedures, internal controls, organizational policies, and federal grant compliance requirements.
• Ensure compliance with invoice approval, purchasing, payment processing, and documentation requirements.
• Maintain confidentiality of financial and employee information.
• Identify discrepancies, incomplete documentation, duplicate payments, unusual transactions, or potential internal control concerns and escalate appropriately.
• Support continuous process improvement initiatives within the Accounting Department.
• Maintain documentation in accordance with organizational record retention requirements and applicable funding regulations.
• Communication & Professionalism
• Maintain professional communication with coworkers, vendors, and department managers.
• Provide timely updates regarding payment issues, incomplete tasks, workflow concerns, or operational delays.
• Demonstrate accountability, professionalism, and attention to detail in daily responsibilities.
• Participate in departmental meetings, trainings, and process improvement activities.