JOB DESCRIPTION
Position Title: Accounts Payable Coordinator
Division: Accounting and Finance FLSA Status: Non-Exempt
Reports to: Controller Last Reviewed: 03/2016
Supervises: N/A
BASIC FUNCTION
Responsible for preparing and processing invoices for payment, maintaining the accounts payable records and producing accounts payable reports for AADE and AADE Foundation. Also responsible for maintenance of various departmental projects, providing administrative support as needed. Other duties as assigned by Controller and Chief Finance Officer.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Finance-Accounts Payable (70%) Receive, review and process all incoming invoices, check requests, expense reports, etc. Distribute invoices for departmental approval and account coding. Enter all vouchers into the accounts payable accounting system for batching and payment processing. Process ACH payments in JP Morgan Access, print checks obtaining appropriate signature(s), and coordinates timely mailing of checks. Print and maintain A/P reports and vendor files. Manage the integrity of information contained in the accounts payable database and files so that information is retrievable for departments, and intact for the annual audit. Analyze vendor files, and prepare 1099’s for review and annual submission. Ensure that completed W-9’s are obtained for all non-employee compensations. Maintain fixed assets file, and prepare monthly fixed asset depreciation journal entry and reconciliation. Provide support to AADE external auditors during Annual Audit.
Administrative (20%) Assist with filing and ordering of supplies for department. Provide information and support for the employee transit benefits program. Reconcile monthly corporate card accounts (American Express and JP Morgan – Omega Travel). Periodically review AP procedures and develop/revise as appropriate. Maintenance of electronic copies of contracts; monitoring and communicating with department directors regarding contract renewals.
Chapter (10%) Process all CB/LNG check requests and expense reports.
KNOWLEDGE, SKILLS, AND ABILITIES
Excellent organization skills required. Must be extremely detail-oriented, attention to accuracy. Strong written, verbal, and interpersonal communication skills required. Ability to work well independently, and as part of a team. Ability to multi-task, and see projects through to completion. Computer proficiency in Word, Excel, Power Point, Microsoft SL (Solomon) and netForum (Abila) and ability to learn to use efficiently. Understanding of how to navigate and effectively use the internet
EXPERIENCE/EDUCATION
Bachelor Degree in Business Administration/Accounting preferred. Minimum of 2-3 years of work experience in Accounting, preferably in Accounts Payable.
PHYSICAL DEMANDS
Nature of work requires an ability to operate standard business office equipment. Requires ability to communicate and exchange information, collect, compile and prepare work documents, set-up and maintain work files.
WORKING CONDITIONS
Majority of work performed in a general office environment. Position may require occasional availability for extended hours.