Accounts Payable Coordinator

Description

Job Summary

The Accounts Payable Coordinator is responsible for managing the accounts payable functions for both the Ray Graham Association and its Petty Cash accounts. This role ensures the accuracy and timeliness of payables, supports internal and external reporting processes, and contributes to monthly, quarterly, and annual accounting activities. The Coordinator upholds and promotes the Mission and Values of the Association in all responsibilities and interactions.

Key Responsibilities

1. Upholding Agency Mission, Values, Policies, and Procedures

• Demonstrate commitment to the agency’s mission and values in all interactions.
  
  
• Foster respectful and supportive relationships with individuals and fellow staff.
  
  
• Adhere to all Human Resources, Administrative, Finance, and Training policies and procedures.
  
  

2. Accounts Payable Operations

• Maintain and update master vendor files, including W-9s, COIs, and address updates.
  
  
• Accurately enter approved bills and invoices into Sage Intacct, ensuring correct coding and documentation.
  
  
• Process payables, print checks, and attach backup documentation for managerial review.
  
  
• Complete monthly trackers to verify the completeness and timeliness of payables.
  
  
• Reconcile accounts payable aging reports with the general ledger.
  
  
• Prepare monthly accrual entries and update associated work papers.
  
  
• Collaborate with departments and vendors to ensure timely payments and prevent service disruptions or late fees.
  
  
• Maintain organized vendor files and backup documentation for audit readiness.
  
  
• Reconcile vendor statements and verify payment status.
  
  
• Review program Link Card envelopes and organize receipts for audit support.
  
  
• Assist with special projects as assigned.
  
  

3. Agency Deposits

• Process and deposit incoming checks and cash from mail and other departments into the appropriate bank account.
  
  
• Use the bank’s online I-Business Capture Pro system to process electronic deposits.
  
  

4. Petty Cash Management

• Reconcile the petty cash box monthly and ensure alignment with the general ledger.
  
  
• Maintain internal controls and adhere to policy on petty cash balance and usage.
  
  
• Prepare journal entries for petty cash activity.
  
  
• Conduct monthly cash counts with a Finance Management team member.

Requirements

Required Knowledge, Skills, and Abilities

• Ability to handle highly confidential information with discretion.
  
  
• Strong attention to detail and accuracy.
  
  
• Ability to meet deadlines and manage time effectively.
  
  
• Capacity to work both independently and collaboratively in a team environment.
  
  
• Effective communication skills, both written and verbal.
  
  

Preferred Knowledge, Skills, and Abilities

• Familiarity with not-for-profit accounting principles (U.S. GAAP).
  
  
• Proficiency with Microsoft Office Suite, especially Excel.
  
  
• Experience using Sage Intacct or similar accounting software.
  
  

Education and Experience

• Required: High School Diploma or equivalent.
  
  
• Preferred: Associate’s degree in Accounting, Finance, or related field.
  
  
• Experience: Minimum of one year of experience in an accounts payable or related finance role preferred.