The Accounts Payable Coordinator processes payments according to organization policy and department procedures. Ensures payments are processed timely and accurately. Reconciles accounts payable data and updates the accounts payable vendor master file. Reviews and ensures administrative requests are in compliance with corporate policies. Provides support to other members of the Finance team, as needed. Ensures productivity expectations, customer service and compliance standards are maintained. Abides by the organization’s mission in performing job duties. Demonstrates an understanding of and commitment to quality healthcare and excellent customer service.
- Reviews all invoices and purchase orders for accuracy, completeness, and approvals.
- Processes accounts payable checks and codes all invoices for payment within established deadlines.
- Reviews employee travel and other expense reimbursement requests in compliance with organization policy.
- Processes employee travel and expense checks for payment weekly.
- Process credit card statements and payments.
- Maintains and files voucher, invoice and related documentation for paid bills.
- Maintains and processes recurring payment documentation.
- Resolves discrepancies between purchase order, invoice and/or receiving document.
- Works in conjunction with department regarding restricted funds and review coding on approval documents; question and resolve areas of concern.
- Generates manual checks as needed for urgent requests.
- Supports audit requests for accounts payable data and documentation.
- Ensures that W-9’s are on file for all vendors prior to cutting checks.
- Track cash advances to ensure repayment or reporting.
- Tactfully enforces cash disbursement and organization travel policies.
- Maintains current documented procedures for accounts payable function in accordance with department policies and practices.
- Explains accounts payable policies and procedures, researches and responds to inquiries from employees, management, and vendors.
- Prepares and maintains all accounts payable reports, spreadsheets and accounts payable files.
- Assists in monthly closings.
- Prepares analysis of accounts, as required.
- Files accounts payable records. Prepares cleared checks and payments for storage.
- May assist in the completion of special projects as needed.
- Has restricted access to client private health information and has no reason to view protected health information (PHI). May have access to data that is not considered PHI, such as aggregate numbers.
- Ensures achievement of agency goals, vision and mission.
- Celebrates and exemplifies the core values of our organization: Respect; Honesty, Integrity & Straightforwardness; Advocacy for the Poor; Quality Service; and Creativity within the context of Best Practices.
- Other related duties as assigned.
- Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.
Minimum Experience: Two years of experience in accounting. Accounts Payable Experience preferred.
Agency Standards: Must have excellent computer skills with knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Internet. Must have the willingness and ability to adapt to change including advances or new technology. Must have excellent customer service skills and be committed to providing the highest level of customer satisfaction.
Required Knowledge, Skills and Abilities:
- Knowledge of accounting theory, principles and practices.
- Must be able to work other shifts including evenings and weekends.
- Must be able to travel within and outside organization region as job dictates.
- Strong organizational skills and ability to multi-task.
- Excellent oral and written communication skills.
- Must be pleasant, courteous and helpful.
- Requires an understanding of and commitment to quality healthcare and excellent customer service.
- Demonstrates cultural and linguistic competence.
- Ability to work effectively as a team member.
- Strong organizational skills and ability to multi-task.
- Ability to exercise initiative, sound judgment, and problem-solving techniques in the decision-making process.
- Ability to manage stress with multiple competing priorities while maintaining a positive attitude and affect.
- Ability to find humor in day-to-day challenges while being focused on solutions.
- Ability to manage details, handle a variety of tasks simultaneously and work under pressure.
- Ability to effectively use organization’s computer systems.
- Be discrete and safe guard confidential information. Maintain sensitive and confidential employee/company information.
- Possess integrity and compliance – can be relied upon to act ethically.
- Affiliate Knowledge: Understands the mission and structure of the affiliate and exhibits agency’s core values.
- Industry Awareness: Remains aware PPFA accreditation standards and of the reproductive health environment’s regulatory compliance requirements. Understands how accreditation standards, regulatory agencies, funding, the external marketplace and competitive environment drives change within the agency.
- Organizational Awareness: Demonstrates a comprehensive awareness of the impact and implications of decisions and actions on other areas (departments or clinics) within the agency.
- Straightforwardness: Communicates with those who have a need to know information rather than speaking behind someone’s back. Expresses ideas and opinions which take into account the best interest of them, others and the affiliate. Resolves disagreements and conflict by truthfully and respectfully expressing impact of others’ actions or words upon them. Actively listens to the ideas and opinions of others.
- Attention to Detail: Demonstrates thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Must meet established deadlines with a high degree of accuracy.
- Planning/Organizing: Establishes a systematic course of action for self or others to assure accomplishments of a specific objective. Determines priorities and allocates time and resources effectively.
- Work Management: Effectively manages time as a resource; establishes realistic priorities; schedules own time and activities effectively; gives balanced focus and attention to appropriate long- and short-term priorities. Develops action plans and budgets; leverages technology; anticipates obstacles; establishes check points and monitors progress.
- Tenacity: Keeps working systematically and tirelessly to meet or exceed stated goals or until the goal is no longer reasonably attainable.
- Recovery Skills: Responds effectively and acknowledges responsibilities when clients (internal or external) experience problems or mistakes; rectifies the situation to restore client satisfaction; seeks information and collaborates with others to take action to implement permanent fixes. Maintains stable performance and emotions when faced with opposition, pressure, and or stressful conditions.
- Technical Competence: Remains informed of current developments in the relevant professional area and incorporates new knowledge into job duties; serves as a resource person in area of expertise; applies specialized knowledge and skill to handle the job; uses and applies appropriate technology; actively pursues new professional knowledge in area of expertise.
- Interpersonal Sensitivity: Acts in a way that indicates understanding and accurate interpretation of others’ concerns, feelings, strengths and limitations. Uses interpersonal understanding to shape one’s own response.
- Building Relationships: Shows genuine interest in others’ needs and opinions; establishes rapport; earns the confidence and trust of others; demonstrates consistency between words and actions; delivers on commitments.
- Process Improvement: Understands core work processes; identifies process opportunities and issues; seeks information to understand the gap between current and desired performance; works effectively with others to identify and implement improvements; continuously works to improve returns for the client and the organization.
- Problem Solving: Gathers and analyzes information from a variety of sources to identify issues and develop strategies for accomplishing goals; breaks a problem or issue into manageable, actionable parts; identifies important relationships and root causes; anticipates issues, obstacles or opportunities that may impacts plans or action.
- Adaptability or Flexibility: Responds with flexibility to shifting priorities and changing work situations; recovers quickly from problems and setbacks; develops new skills to remain competitive. Adapts easily to change, sees the merits of differing positions, and adapts own positions and strategies in response to new information or changes to a situation.
- Integrity: Builds trust and matches actions and words.
- Coping with Demands of the Position: Uses effective problem solving while working under stress, high volume of work demands and/or time demands; regularly meets deadlines.
- Celebrates and exemplifies the core values of our organization: Respect; Honesty, Integrity & Straightforwardness; Advocacy for the Poor; Quality Service; and Creativity within the context of Best Practices.
Other: Diversity creates a healthier environment: equal opportunity employer. We strictly prohibit unlawful discrimination of any kind, including discrimination on the basis of race, color, creed, ancestry, national or ethnic origin, religion or belief, sex (including pregnancy), sexual orientation, gender identity or expression, marital status, citizenship, physical or mental disability, age, past, present or prospective military service, HIV status, family medical history or genetic information, socio-economic circumstances, language spoken, or any other characteristics protected by law (“Protected Characteristics”). We maintain a drug-free workplace. Should be pleasant, neat, and well-groomed in representing the agency to the general public.
Essential Physical Requirements/Working Conditions: Must be able to reach and grasp. Must be able to move about on foot to accomplish tasks, such as moving from one work site to another. Must be able to work primarily with fingers such as picking, pinching, or typing. Must be able to talk such as convey detailed or important spoken instructions to other workers accurately. Must be able to hear such as the ability to receive detailed communication orally. Must be able to communicate effectively. Will have substantial movements of the wrists, hands, and/or fingers. Must be able to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Must be able to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes. Office environment/sedentary work.