Reports to: Accounts Payable and Payroll Manager
Position Overview:
The Accounts Payable Coordinator plays a vital role in the accounts payable process by managing the receipt, processing, and workflow of invoices and credit card transactions. This entry-level position is responsible for maintaining accurate vendor records, reconciling statements, and providing support to the Accounts Payable & Payroll Manager in ensuring the timely and accurate processing of accounts payable.
Job Duties & Responsibilities:
- Collect and organize invoices received via a centralized email address or physical mail
- Scan and digitize invoices for electronic processing when necessary
- Monitor and maintain the AP workflow process to ensure all invoices are properly routed, approved, and returned
- Import approved invoices into the accounting system for payment processing
- Assist with the collection and workflow of agency credit card charges
- Ensure proper documentation and approvals for credit card transactions
- Maintain and update vendor records, including addresses and bank information
- Reconcile vendor statements to ensure accounts are up-to-date and discrepancies are resolved
- Conduct invoice and payment research on vendor inquiries
- Respond to vendor inquiries and resolve issues related to invoices, payments, and account status
- Collaborate with internal departments to address discrepancies or missing documentation
- Provide general support to the Accounts Payable & Payroll Manager as needed
- Assist with the accurate posting of accounts payable transactions to the general ledger
- Assist in the creation and management of accounts payable technology and software tools, as directed
- Ensure compliance with organizational policies and procedures for financial transactions
Job Requirements & Qualifications:
- High school diploma or equivalent required; College accounting coursework helpful
- Previous admin or clerical experience, preferably in AP or accounting, is a plus
- Familiarity with accounting systems and workflows is desirable
- Strong organizational and time-management skills
- Attention to detail and accuracy in data entry and record-keeping
- Effective written and verbal communication skills
- Proficiency in Microsoft Office, particularly Excel, and other office software
- Ability to learn and adapt to new accounting software and systems