Accounts Payable and Purchasing Coordinator

Weekdays, 1st Shift. No Holidays, No Nights, No Weekends.

General Description:

Maintain all aspects of Accounts Payable as described below. Evaluate costs of purchasing from various vendors to arrive at the best value. Place orders for sites when goods or services are not available from usual vendors. Maintain office and breakroom supplies. Maintain postage machines. Field building and copier issues and direct to appropriate parties for service. Provide back-up for the representative payee function.

Essential Job Functions

Code and key Accounts Payable invoices into the Intacct accounting system
Scan vendor information and invoices into Intacct
Run an Aged AP report each week and cut checks as needed
Coordinate coverage for office reception function
Prepare and enter journal entries and reconcile account activity to the General Ledger
Maintain AP records in accordance with Mass Comptrollers Office standards
Provide AP information to agency's auditor and regulatory agencies as needed
Respond to vendor inquiries
Manage distribution, tracking and reconciliation of gift cards distributed by programs.
Back up support to representative payee
Negotiate contracts with selected vendors
Maintain a list of approved vendors
Perform cost analysis and bench marking
Track, inventory and order person protective supplies and materials.
Approve WB Mason program office supply orders, raising issues and questions on unusual orders, with VP.
Order supplies and postage for office and sites as needed

Other Responsibilities

Reconcile monthly Aged AP to Balance Sheet
Prepare and submit 1099 filings
Perform analysis of vendor activity as needed
Provide timely feedback to VP and Director of Finance and other appropriate users regarding AP issues
Provide Intacct AP reports to users as needed
Assure all purchases are of the highest quality
Suggest vendors to agency staff needing goods or services
Attend events to keep abreast of market trends
Distribute Inter-Office and US mail
Apply postage to all agency outgoing US mail

Qualifications

Associates degree in business administration, accounting, finance or a related field, Bachelors preferred
Knowledge of working with and negotiating agreements with vendors.
Two years of accounts payable experience in all phases as well as general knowledge of accounting.
Knowledge of relationship between accounts payable, the Balance Sheet and General Ledger.
Ability to perform involved reconciliations of account activity.

Skills

Intermediate to advanced computer skills
Ability to maintain and create Excel spreadsheets of Accounts Payable activity. Good communication skills with agency personnel, vendors and agency's auditors

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