Accounts Payable Coordinator

Primary Role: The Accounts Payable Coordinator is responsible for supporting the day-to-day financial operations of the organization, including accounts payable processing, bank reconciliation support, prepaid expense tracking, recurring journal entries, credit card reconciliations, and compliance with internal accounting procedures. This position ensures compliance with internal controls, organizational policies, and established accounting procedures while providing responsive support to vendors and internal departments.

The Accounts Payable Coordinator serves as the primary owner of the organization’s accounts payable workflow processes, ensuring continuity of operations, timely issue resolution, and accurate vendor payment processing. This role plays a key part in maintaining efficient financial operations, supporting month-end close activities, and maintaining audit-ready documentation.

Duties and Responsibilities:

The following recurring responsibilities are expected to be completed in accordance with departmental timelines, internal controls, and established accounting procedures:

Accounts Payable Processing

• Serve as the primary coordinator and internal point of contact for Microix accounts payable workflows and invoice processing. 
• Monitor, maintain, and troubleshoot Microix workflow issues to ensure timely routing, approvals, and payment processing. 
• Research and resolve workflow, coding, approval, and system-related issues promptly to avoid operational delays. 
• Coordinate with internal departments and system support resources regarding unresolved workflow or accounts payable      processing issues. 
• Review and respond to Accounts Payable and department emails within established timelines. 
• Review, verify, and process invoices through Microix and the accounting system. 
• Ensure invoices contain proper approvals, coding, supporting documentation, and vendor information prior to processing. 
• Coordinate weekly payment selections with the Controller and CFO. 
• Process weekly check runs and electronic payments timely and accurately. 
• Submit approved check registers and coordinate payment distribution. 
• Monitor AP Aging reports and assist with follow-up on outstanding vendor items. 
• Research and resolve outstanding checks and stale-dated payments. 
• Maintain organized accounts payable files and supporting documentation in accordance with record retention requirements      and federal funding guidelines. 
• Communicate with vendors and internal departments regarding invoice status, payment inquiries, and missing documentation. 

Vendor Management & 1099 Administration

• Establish and maintain vendor records in MIP/Abila in accordance with organizational policies and required documentation standards. 
• Review vendor setup documentation for completeness, including W-9 forms and required approvals, prior to vendor      creation. 
• Maintain accurate vendor files, including tax documentation, payment terms, and banking information. 
• Coordinate vendor changes in accordance with internal verification and approval procedures. 
• Follow established verification procedures for vendor banking changes and electronic payment requests. 
• Prepare, review, and distribute annual 1099 forms in accordance with IRS requirements and organizational timelines. 
• Maintain organized vendor and 1099 documentation for audit and compliance purposes. 

Banking & Reconciliations Support

• Review and approve Positive Pay exceptions daily within bank deadlines. 
• Process ACH clearing entries timely to support accurate and timely bank reconciliations. 
• Complete monthly credit card reconciliations, including Chase and Sam’s accounts. 
• Ensure reconciliation batches align with bank withdrawals and supporting records. 
• Assist with monthly bank reconciliation support and follow-up on reconciling items. 
• Maintain assigned balance sheet reconciliation schedules, including prepaid and liability accounts. 
• Prepare and update prepaid expense schedules. 
• Prepare recurring journal entries for assigned accounts. 
• Ensure all assigned reconciliations, invoice processing, and accounts payable activities are completed in accordance with month-end close timelines. 

Month-End & Financial Operations Support

• Support month-end close activities by completing assigned reconciliations and schedules timely and accurately. 
• Maintain accurate supporting documentation for assigned accounts. 
• Assist with audit, monitoring, and compliance requests related to accounts payable and vendor documentation. 
• Utilize departmental checklists and workflows to ensure timely task completion. 
• Escalate unresolved discrepancies, operational concerns, or delays timely. 

Compliance & Internal Controls

• Follow established accounting procedures, internal controls, organizational policies, and federal grant compliance requirements. 
• Ensure compliance with invoice approval, purchasing, payment processing, and documentation requirements. 
• Maintain confidentiality of financial and employee information. 
• Identify discrepancies, incomplete documentation, duplicate payments, unusual transactions, or potential internal control concerns and escalate appropriately. 
• Support continuous process improvement initiatives within the Accounting Department. 
• Maintain documentation in accordance with organizational record retention requirements and applicable funding regulations. 

Communication & Professionalism

• Maintain professional communication with coworkers, vendors, and department managers. 
• Provide timely updates regarding payment issues, incomplete tasks, workflow concerns, or operational delays. 
• Demonstrate accountability, professionalism, and attention to detail in daily responsibilities. 
• Participate in departmental meetings, trainings, and process improvement activities.

Qualifications

• Associate’s degree in Accounting, Finance, Business Administration, or related field preferred.
• Minimum of 2 years of accounts payable or accounting support experience preferred.
• Experience managing accounts payable workflows and troubleshooting invoice processing systems preferred. 
• Experience with Microix, MIP/Abila, or similar nonprofit accounting systems strongly preferred. 
• Experience processing vendor setups and annual 1099 reporting preferred.
• Strong attention to detail and organizational skills.
• Ability to manage multiple deadlines and prioritize tasks effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to work independently and as part of a team.

Knowledge, Skills, and Abilities

• Knowledge of accounts payable processes and financial recordkeeping.
• Ability to process invoices accurately and maintain organized records.
• Ability to complete reconciliations and maintain supporting schedules.
• Ability to identify discrepancies and research outstanding items.
• Ability to troubleshoot accounts payable workflow and processing issues independently and timely. 
• Knowledge of vendor setup procedures, W-9 requirements, and 1099 reporting compliance. 
• Ability to maintain workflow continuity and escalate system issues appropriately. 
• Strong time management and follow-through skills.
• Ability to maintain confidentiality and professionalism.

Work Expectations

• Meet all assigned deadlines related to accounts payable processing, reconciliations, vendor maintenance, and month-end close support.
• Maintain consistent communication regarding task status, unresolved issues, and workflow delays.
• Ensure accuracy and completeness of financial documentation, reconciliations, and vendor records.
• Support the Accounting Department in maintaining efficient and compliant financial operations.