Accounts Receivable and Payable Coordinator

You are a numbers-savvy professional who thrives on precision, organization, and problem-solving. You're ready to bring your accounting expertise to a collaborative, mission-driven organization. As an Accounts Receivable and Payable Coordinator, your attention to detail and customer service mindset will help drive the financial operations that support our mission. From processing payments and managing vendor relationships to reconciling accounts and supporting internal teams, you’ll play a key role in keeping our financial systems running smoothly and efficiently.

If this sounds like you, please read on!

The Accounts Receivable and Payable Coordinator coordinates the processing of payments received through the various lock boxes and by credit card. Responsible for maintaining accounting records related to accounts receivable and cash receipts in accordance with established procedures and guidelines. Works with other departments to resolve batch processing discrepancies to ensure that all data is entered in a timely schedule to close each month within two business days. Processes member contributions for the Association’s PAC. Generates manual invoices. Performs a variety of administrative, clerical and computer-related tasks for Accounts Payable. Provides customer service including problem solving and financial investigation for staff, members and vendors.

Accounts Receivable:

Cash Receipts:

• Deposits all checks received in office through remote deposit software using scanning equipment; apply payments to accounts.
• Retrieves bank transmissions daily of lockbox payments, runs jobs in AMS to apply payments to accounts, investigates and corrects errors with bank transmissions.
• Applies wire, check and credit card payments for exhibit orders on MYS website, as well as refunds and adjustments.
• Works with Senior Accountant to resolve reconciliation issues.
• Coordinates monthly accounts receivable close with user departments, controls batch assignments.
• Investigates erroneous receipts through communication with outside companies; generates refunds when necessary.

Political Action Committee (PAC)

• Enters PAC contributions.
• Process Credit Card Payments in Pay Pal.
• Generates monthly reports of contributions for posting to internet reporting.
• Prepares month-end reporting of PAC results.
• Update member database in Cision from AMS on a weekly basis.

Credit and Collections

• Investigates accuracy of credit balances on customer’s accounts; retrieves necessary documentation to support refund requests.

Manual Invoices

• Generates manual invoices through the AMS including registry, rent, and grants.
• Verifies accuracy of all information before distribution to recipients/vendors.

General

• Provides customer service to members, customers, and staff relative to receipt of payments for a variety of reasons.
• Assists Manager with other job-related duties as assigned.

Accounts Payable:

• Maintains vendor file by adding new vendors or changing existing vendor information.
• Sends W-9 requests to new vendors for tax information and maintains records.
• Opens all accounts payable mail and routes to other departments when appropriate.
• Maintains our accounts payable software inbox, ensures invoices are properly coded with the required receipts and backup documentation.
• Enters the account codes into accounts payable software, then routes all invoices, member expense vouchers and check requests to the appropriate staff for approval.
• Matches purchase orders to invoices; follows up when there is a discrepancy. Tracks spending against purchase orders.
• Communicates with vendors, members and staff regarding accounts payable policies and procedures and past due invoices and payment status.

Exemplifies the following essential values of the Academy:

• Teamwork : Effective collaboration and team-focus to solve complex problems and drive innovation.
• Empowerment: The authority, information, and skills to make decisions and drive results.
• Accountability : Ownership of process and results that drive decisions and ensure implementation.
• Mindset of Growth/Continuous Learning : Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable.

Travel:

• None

Qualifications:

Required :

• High School Diploma or Equivalent: Foundational education with demonstrated ability to apply academic skills in a professional setting.
• 3–5 Years of Accounting Experience: Proven background in accounts receivable within a structured accounting environment, with a strong understanding of financial workflows and reconciliation processes.
• Strong Numerical Aptitude: Comfortable working with figures, performing calculations, and identifying discrepancies with accuracy and efficiency.
• Excellent Organizational and Communication Skills: Ability to manage multiple priorities, collaborate across departments, and communicate clearly with internal and external stakeholders.
• Advanced Microsoft Office Proficiency: Highly skilled in Microsoft Word and Excel, including functions such as pivot tables, formulas, and data analysis tools.

Desired:

• Association experience 

Salary Range: $26-$28/hour, depending on qualifications and experience.

If you're ready to bring your accounting expertise to a collaborative, mission-driven organization, apply today and help us make a difference through financial excellence.

If this resonates with you, apply today by sharing the following:

• Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.
• Resumes must be accompanied by a cover letter with salary expectations to be considered. 

Please note:

• This hybrid position is based in Rosemont, Illinois and is open to applicants who are able to commute bi-weekly to this office.

Applicants must already be authorized to work in the United States on a full-time basis. We are unable to sponsor or take over sponsorship of work visas.