Accounts Payable Coordinator

Department: Administration | Reports To: Accounting and Administration Manager | FLSA Status: Salaried; Exempt | Revised: September 6, 2024

About the role

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.

Responsibilities

• 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.
• Other duties may be assigned as needed.

Requirements

• High school diploma or equivalent and at least five years of related experience.
• Associate Degree in Accounting or Business and two or more years of accounting experience preferred.
• Demonstrated knowledge of Generally Accepted Accounting Principles (GAAP) related to Accounts Payable.
• Proficiency with accounting software and Microsoft Office (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.

Qualifications

• 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). Skills to work with an HRIS system for timekeeping, and use of email.
• Certificates, Licenses, Registrations: Valid driver’s license, clear DMV record, and acceptable background record.

Physical Demands

• 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

• 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 diverse populations.