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