Position Summary

The Accounts Payable Coordinator supports the overall accounts payable process, including but not limited to processing invoices and payments, handling expense accounts, handling customer/vendor inquiries, and compiling information for reports as needed.

Essential Functions

1. Electronically process all outstanding invoices in the Accounts Payable workflow module; review, code and route vendor invoices and employee travel reimbursement invoices for payment approval. Allocate costs to specific grant fund sources utilizing the chart of account codes and budget allocation worksheet.

2. Maintain and update all monthly invoice allocation worksheets with the correct grant percentage split based on the allocation report provided by the Manager of Accounting and Payroll Accountant.

3. Investigate and resolve invoice discrepancies, maintain vendor discrepancy reporting to track outstanding items and communicate with vendors and internal departments to resolve outstanding discrepancies including taxes and late fees when applicable. 

4. Enter all operations vendor and specific subcontractor invoices in the general ledger, and ensure expenses are recorded to the correct GL accounts and accounting period; perform general allocation updates and invoice budget corrections as necessary. 

5. Maintain procurement folders and support documentation for manager review and audit readiness, including downloading vendor electronic invoices and filing operating and accounts payable paid invoices weekly.

6. Process and print checks; export and format the check register as an Excel CSV file for positive pay banking transmission.

7. Process Vendor ACH payments; export and format the ACH register to NACHA file for bank transmission. Retrieve new and revised vendor ACH documentation for manager’s review.

8. Set up new vendor accounts and maintain vendor records in the accounting software and ensure EIN information and related tax documentation are retrieved and entered for year- end reporting.

9. Maintain the recurring vendor spreadsheet and ensure all Philadelphia Works monthly recurring vendor invoices are received and paid.

10.  Maintain Monthly and Annual Medical analysis for employees.

11. Review weekly distribution aging reports and vendor GL reports to ensure all selected invoices are received for payment, properly recorded and posted to the correct accounting period.

12. Update the monthly recurring Excel worksheet to ensure all monthly invoices are received and entered prior to the month-end close deadline.

13. Perform month-end adjustments based on grant summary and payroll allocation changes. 

14. Compile the check register, vendor aging, and vendor analysis financial reports and compile year-to-date and year-end information as requested by internal and external audits, monitors and other reviewers. 

15. Distribute and maintain transit passes and petty cash. Track all disbursements ensuring requests are documented by preparing monthly distribution allocation worksheets to the appropriate grant, General Ledger code, and department for the Sr. Manager of Accounts Payable’s approval.

16. Reconcile cardholders’ credit card monthly expenditures, working closely with the accountant to complete the monthly journal entry. 

17. Prepare and maintain all W-9, Sales Tax exemption certificates, and PA Exemption documents. 

18. Obtain and properly file all staff travel documentation in compliance with all insurance guidelines. i.e. Certificate of Driving Eligibility-Insurance documents. 

19. Complete months end close task by the 9th of each month by ensuring all recurring invoices are entered in the GL. Review all department procurement folders to ensure invoices associated with services rendered for the closing period.

20. Maintain and update Microix training manuals. Train Microix users on operating invoice processes.

21. Perform other duties as assigned.

Education/Professional Experience

High School Diploma or equivalent and 2 years’ experience in accounts payable (Associate’s degree in Accounting preferred).  General knowledge of computerized general ledger systems and bookkeeping/accounting. Or any combination of education and experience determined to be acceptable.

Skills & Qualifications

· Proficient in working with Excel, specifically pivot tables and formulas

·  Experience working with General Ledger and/or Chart of Accounts 

· Ability to communicate with all levels of staff and manage relationships with vendors 

·  Excellent organization and analytical skills

· Strong attention to details 

· Strong problem-solving and critical-thinking skills