Position Summary
The Accounts Payable Coordinator is responsible for a range of general tasks associated with processing accounts payable, expense reporting and vendor relationships. Coordinates and performs a broad range of clerical / support / reception functions in the department. Ensures that requests for information and services are accurately responded to in a timely and appropriate manner.
Required Qualifications
- High School Diploma or Equivalent
- One year of accounts payable experience
- Must demonstrate customer service skills appropriate to the job
- Must be able to read, write and communicate effectively in English
- Computer literacy and proficiency
- Ability to establish and maintain effective working relationships across
- Ability to maintain a work pace appropriate to the workload
- Ability to multitask and prioritize needs to meet timelines
Preferred Qualifications
- Bilingual skills
- Associates or Bachelors Degree
Physical Requirements
These are requirements normally expected to perform regular job duties. Reasonable accommodations may be made in compliance with the Americans with Disabilities Act of 1990, and applicable, state and local law, to enable individuals with disabilities to perform the essential functions. Incumbent must be able to successfully perform all of the essential functions of the job with or without reasonable accommodation.
- Standing - Occasionally
- Walking - Frequently
- Sitting - Constantly
- Reaching with Hands and Arms - Occasionally
- Climb or Balance - Occasionally
- Stooping, Kneeling, Crouching, or Crawling - Occasionally
- Talking - Frequently
- Hearing - Constantly
- Seeing - Constantly
- Performing repetitive motions with arms or hands - Constantly
- Lifting, carrying, pushing or pulling up to 10 lbs - Frequently
- Lifting, carrying, pushing or pulling up to 25 lbs - Frequently
- Lifting, carrying, pushing or pulling up to 50 lbs - Frequently
- Lifting, carrying, pushing, or pulling greater than 50 lbs - Frequently
- Driving - None
Essential Job Functions / Major Areas of Responsibility
The essential functions below are not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.
- Performs all duties in the preparation and approval of invoices. Ensures that all invoices are properly coded, approved, and processed per established time frame. Verifies that all invoices are matched to purchase orders. Performs necessary computations and gathers and provides all pertinent data, including backup documentation as needed.
- Completes check reconciliation daily. Produces standard and ad-hoc reports, such as, but not limited to, outstanding check report, “Un-invoice liability" report, and outstanding balance for current vendor report. Ensures paperwork and reports are complete and accurate, and processed in a timely manner.
- Maintains and completes information required for the new vendor W-9, Form 571, sales taxes for vendor outside of California. Complies with accounts payable policies and procedures and in accordance with organizational, governmental and agency requirements. Maintains confidentiality.
- Addresses issues and incomplete accounts payable paperwork with appropriate department and assists in problem resolution. Maintains an open file of vendor invoices and unmatched purchase orders documents and follows-up with responsible departments to ensure incomplete paperwork or inappropriate requests are addressed to complete payment in accordance with established policies and procedures. Escalates issues to VP of Shared Services in a timely manner.
- Ensures that requests for information are accurately responded to in a timely and appropriate manner. Demonstrates appropriate use of independent judgement and decision making. Demonstrates excellent customer service at all times.
- Provides excellent telephone coverage, returning all vendor calls on same day. Effectively uses all applicable computer and office systems/procedures to coordinate documentation, data, and information to ensure timely communication and smooth operations. Completes filing in timely manner. Ensures the work area is clean, clutter free, and organized.
Pay Rate: Min - $22.20 l Max $30.50