Accounts Payable Coordinator

Description

Job Overview

The Accounts Payable Coordinator is responsible for the entire procurement process, including establishing and maintaining relationships with vendors and ensuring timely and accurate payment processing of invoices.

Job Responsibilities

o Promotes and models the organization’s Core Values.

o Supervises accounts payable staff. 

o Manages the accounts payable inbox. 

o Maintains electronic vendor files to include setup, current W-9 information and contracts.

o Reconcile vendor statements before payments are due and/or prior to month-end close.

o Reconciles vendor transactions to the GL, AP aging report, and approved invoices and check requests.

o Review coding of all account payable invoices and update the electronic vendor file workflow.

o Ensures accurate and timely payments to      vendors while adhering to departmental procedures. 

o Research outstanding check payments past 90 days.

o Processes electronic purchase orders and electronic credit card system. Processes and distributes 1099’s and 1096 timely.

o Addresses questions from staff and vendors      regarding purchase orders, invoices, accounts payable checks, and related         matters. 

o Trains and provides ongoing technical      assistance to other Finance staff in the procurement process. 

o Assists in the preparation of accounts payable      related documents for program reviews and year-end audits which may      include but is not limited to researching and resolving any accounts      payable vendor issues; and organizing and maintaining vendor files.

o Collaborates with the Director of Finance on a regular basis.

o Performs other duties as assigned

AVANCE Core Competencies

· Execution & Accountability

· Problem Solving & Decision-Making

· Communication & Influence

· Collaboration & Teamwork

· Stakeholder Focus

· Adaptability & Continuous Learning

Requirements

Education

Required

o Associate’s Degree in Accounting, Finance, or related field.

Preferred:

o Bachelor’s Degree in Accounting, Finance, or related field.

Work Experience

Required:

o A minimum of two (2) years of computerized Accounting or Finance experience.

o At least two (2) years of experience as a bookkeeper or accounts payable specialist. 

o 1-2 years’ supervisory experience with the ability to supervise accounting personnel.    

Preferred:

o Experience handling at least 300+ employees in a non-profit organization.

o 5 years of experience as Accounts Payable. 

Additional Skills

• Knowledgeable of non-profit automated accounting systems. 
• Knowledge and experience with MS office software applications with advanced skills using MS Excel and other software applications.
• Ability to work independently with some latitude in independent judgment.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with attention to detail.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Strong analytical, presentation, verbal and written communication, problem-solving and decision-making skills.
• Ability to analyze, evaluate and summarize financial records.
• Highly resourceful team-player, with the ability to be extremely effective independently, as well.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Ability to travel to various training sessions.
• Spanish fluency helpful but not required.
• Must have dependable transportation, valid driver’s license, clean driving record, current auto liability insurance and insurable by AVANCE, Inc. 

Travel 

· Ability to travel to various sites: Dependable transportation is required daily with a valid driver’s license, a clean driving record (subject to annual MVR (Motor Vehicle Report) check and policy), current auto liability insurance and be bondable by AVANCE, Inc.

· Travel required up to 5-15% of the time for work-related site visits, meetings, and functions.

Working Conditions  

• Work is generally performed in an office environment. 
• Noise level in the work environment is moderate to occasionally loud (examples: business office with computers and printers, light to moderate traffic, human voices). 
• Standard office equipment generally used includes:

o Telephone

o Personal Computer (monitor, keyboard, and mouse) or Tablet

o Printer/Photocopy Machine

o Calculator

• May be required to operate a motor vehicle during the course of duties. 

Mental and Physical Demands  

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors  

Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.). Occasional expose to weather related conditions when working in outside environment/neighborhoods and events. 

ADA/ADAAA Statement

AVANCE is committed to equal opportunity in employment for persons with disabilities and complies with the Americans with Disabilities Act of 1990 (ADA), as amended, and any other applicable state and federal laws. Accordingly, AVANCE does not discriminate against qualified individuals with disabilities in regard to application, hiring, advancement, discharge, compensation, training or other terms, conditions and privileges of employment. Moreover, it is AVANCE’s policy to provide reasonable accommodations in employment to qualified individuals with disabilities so that they can perform the essential functions of the job, unless the accommodation would impose an undue hardship on the operation of AVANCE’s business or would change the essential functions of the position. Retaliation against an individual with a disability for utilizing this policy or seeking a reasonable accommodation is prohibited.  Individuals with any questions or requests for accommodation should contact the Human Resources Department.