Accounts Payable Coordinator
Philadelphia, PA, PA Accounting
Job Type

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. Process all outstanding invoices in the procurement folder, review and code vendor invoices and employee travel reimbursement invoices for satisfactory payment approval. Coding vendor consists of allocating to specific grant fund sources utilizing the chart of account codes and budget allocation worksheet.

2. Maintain and update all monthly invoice allocation worksheets to 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.

4. Enter all operation vendor and specific subcontractor invoices in the general ledger.

5. Ensure the procurement folder is kept up to date for Manager’s review.

6. Perform maintenance to general allocation updates and budget correction to invoices as necessary.

7. Process and print checks. Export and format check register to an Excel CSV file to positive pay banking transmission.

8. Set up-up new vendor accounts in the accounting software and ensure EIN information is retrieved and entered into the accounting software for the year-end process.

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

10. Review weekly distribution aging reports to ensure all selected invoices are received for payment.

11. Interact with various Philadelphia Works department personnel to follow up on invoice and employee reimbursement discrepancies.

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

13. Review the Gl monthly vendor report to ensure invoices are in the correct period.

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

15. Compile check register, vendor aging, and vendor analysis financial reports for internal and external audits as requested.

16. Compile year-to-date and year-end information as requested by monitors and auditors.

17. 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 Sr. Manager of Accounts Payable’s approval

18. Reconcile cardholders’ credit card monthly expenditures. Working closely with the Accountant to complete the monthly journal entry

19. Prepare and maintain all W-9, Sale Tax exemption certificates, and PA Exemption documents.

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

21. Download vendor electronic invoices and save them to the procurement folder for payment processing.

22. Communicate with vendors to ensure invoices are received, and taxes and late fees are disputed.

23. File operating and payable paid invoices weekly.

24.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.

25.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

Salary Description
$45,500 to $50,000