Accounts Payable Coordinator

FUNCTION:  Plans, organizes and coordinates the operations and activities of a centralized disbursement function.  Maintains in-depth knowledge and skill on the accounts payable (AP) subsystem, overseeing the operation and utilization of the system.  Under the guidance of the Accounting Manager, directs other accounting staff involvement in the accounts payable function to include scheduling, monitoring and training. 

 

Prepares a variety of accounting schedules related to payments, taxes and prepaid expenses.  Assists higher level staff with more complex or special assignments.  Serves as a backup for key accounting functions as needed.

 

Assists in ensuring compliance with internal accounting policies, generally accepted accounting principles, and state and federal regulations.

 

ACCOUNTABILITIES: 

 

Operations/Process: 

  • Responsible for the quality of vendor, invoice, check, ACH, and 1099 records. 
  • Establishes vendor and employee files within the AP system. 
  • Reviews and verifies that payment authorizations are in accordance with Bank policy. 
  • Monitors the output quality of the AP function and makes improvements when necessary. 
  • Monitors the AP function processes and acts to improve efficiencies. 
  • Responsible for the proper setup and year-end filing of vendor 1099’s. 
  • Responds to employee and vendor questions related to AP. 
  • Creates and maintains prepaid expense schedules. 
  • Calculates and remits sales/use tax on behalf of the Bank. 
  • Monitors, remits, and reports backup withholding taxes on behalf of the Bank.   
  • Monitors lease agreements for rent and Common Area Maintenance changes. 
  • Analyzes general ledger accounts as needed. 
  • Provides support to other areas of the Accounting department during month-end, year-end, budget, forecast, etc.  
  • Maintains the AP system software, ensuring that necessary updates are applied and technical issues are corrected. 
  • Trains staff on the AP function and associated system software. 
  • Maintains procedures for the AP function for business continuity purposes. 
  • Keeps informed of industry trends and regulatory changes affecting the AP function. 
  • Employs technology in daily work to enhance and maximize productivity. 
  • Communicates AP function problems, issues, and needs to the Accounting Manager. 

Customer Experience:  

  • Provides the highest levels of customer service to internal and external customer in accordance with Customer Experience commitments. 
  • Indentifies and drives opportunities to improve internal and external customer experience. 

 

Compliance and Control: 

  • Assists in ensuring that the Bank is in compliance with local, state and federal regulations.

General: 

  • Interacts harmoniously and effectively with others, focusing upon the attainment of bank goals and objectives through a commitment to teamwork.
  • Conforms to acceptable punctuality/attendance standards as expressed in the Employee Handbook.
  • Performs additional duties as requested.

Competencies:

  • Teamwork – Promotes a team atmosphere, contributes selflessly, shares information, and partners well with others.
  • Adaptability/Flexibility – Adapts to change, is open to new ideas, takes on new challenges, handles pressure, and adjusts plans to meet changing needs.
  • Initiative – Takes action, operates as a pro-active self starter, and acts on opportunities to improve.
  • Integrity/Ethics – Deals with others in a straightforward, honest manner, is accountable for actions, maintains confidentiality, supports company values, conveys news good or bad
  • Interpersonal Skills – Practices good communication and listening skills.
  • Productivity – Manages time well, handles information flow well, accepts accountability, meets or exceeds accuracy standards.
  • Vision/Values – Supports the Bank’s mission/values through daily actions and decisions; communicates the Bank’s vision, mission and values to others.

 

Knowledge/Skills/Experience Requirements: 

  • High school diploma or equivalent AND 2-3 years of accounts payable, accounting, or related experience required.  Associates degree in Accounting or related area is preferred.
  • Excellent customer service skills.
  • Strong communication skills.
  • Strong mathematical and analytical skills.
  • Ability to work with minimal supervision and take action independently based on department policies and procedures.
  • Proficiency with Microsoft Office products to include Excel, Word, and Outlook.
  • Working knowledge of accounting principles, particularly as they apply to the AP function.
  • Ability to quickly learn multiple software programs.
  • Ability to prioritize and manage multiple tasks concurrently.

 

Physical Demands/Conditions Requirements: 

  • General office environment.
  • Moderate lifting (to 35 lbs.) required.  Moderate reaching, walking, sitting and standing required.

 

Equipment Used: 

  • General office equipment.

 

External and internal applications, as well as position incumbents who become disabled, must be able to perform the essential functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on an individual basis.

 

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