Accounts Payable Coordinator

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Responsible for performing day‑to‑day functions necessary to administer accounts payable functions, including invoice payment processing, maintaining vendor insurance certificates, general ledger coding review, and verification of applicable vendor/contractor agreements. Performs various tasks, such as cost allocations for invoices, reconciling general ledger balance sheet accounts and related subsidiary ledgers, new vendor/contractor application review, and database vendor/contractor file management. Serves as purchasing card system administrator, providing system maintenance and customer service.

• Accurately process and distribute accounts payable checks, ACH payments, and vendor paycard payments; verify and review all invoice and payment packets for accuracy, required documents, and GL distribution; communicate with internal and external customers to resolve invoice‑packet issues; ensure all necessary documentation is in place for new vendors; assist with invoice GL distribution coding to maintain consistent workflow.
• Reconcile various general ledger accounts; review and reconcile assigned accounts, research and explain account variances, prepare journal entries for posting to the general ledger, and prepare cost allocations for various expenses.
• Prepare and file 1099 tax forms by required deadlines; verify year‑end vendor balance information for accuracy; prepare appropriate state and federal tax forms; verify all vendors/contractors have a W‑9 on file; contact vendors/contractors for missing documentation; remain current on IRS 1099 regulations.
• Review contractors/vendors for applicable contracts and agreements; work with Legal Services to resolve concerns.
• Perform due diligence procedures for new vendors/contractors; communicate with Purchasing staff regarding new vendor/contractor applications; maintain vendor/contract application document storage; maintain vendor/contractor business category database.
• Administrate the online paycard payment system, including customer service to purchasing card holders, monitoring and maintaining vendor/contractor payments, and resolving system issues with the service provider.
• Process ACH payment batch bank upload files for secondary level approval.
• Provide backup support for payroll administration as needed.
• Maintain assigned month‑end and quarterly reports.
• Perform other duties as assigned or requested.

• High School Diploma or G.E.D. required;
  Associate’s Degree preferred.
• 2 years of prerequisite‑related work experience.

• Proven interpersonal relationship skills to maintain effective working relationships with intra‑department and inter‑department staff, vendors, clients, visitors, and contractors.
• Ability to follow oral and written instructions and to read, interpret, and present information efficiently.
• Proficiency in auditing records and ensuring compliance with written or oral guidelines.
• Ability to maintain strict confidentiality of highly sensitive data, records, files, and conversations; intermediate MS Office skills and working knowledge of accounting and budgeting practices.
• Advanced organizational skills, efficiency skills, and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.

In‑person work and collaboration are required. Employees are expected to physically report to their assigned work site as scheduled by their supervisor. Remote work may be allowed at agency discretion for specific periods or a percentage of the schedule; this is not guaranteed. Temporary remote workdays may be approved for circumstances such as inclement weather, special projects, or travel. These arrangements are approved on an as‑needed basis with no expectation of ongoing continuance, focusing first on business needs.

Work is a normal office environment. Employees are subject to standing, stooping, walking, lifting, and carrying items throughout daily job performance, and may be exposed to normal traffic hazards.

Associate

Full‑time

Accounting/Auditing and Finance

Accounting, Financial Services, and Non‑profit Organizations

• Medical insurance
• Vision insurance
• 401(k)
• Pension plan
• Paid maternity leave
• Paid paternity leave
• Tuition assistance
• Disability insurance

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