Position Description:

Accounts Payable Coordinator

Department: / Accounting and Finance / FLSA Classification: / Non-exempt, Hourly
Report To: / Controller / Job Category: / Regular, Full-Time
Salary: / DOE, full benefits / IPED Category: / Clerical and Secretarial

Summary:

The Accounts Payable (A/P) Coordinator will maintain all aspects of Accounts Payable functions for the Accounting and Finance office. The A/P Coordinator will handle communications with vendors, employees, and independent contractors regarding expenditure requests, account status, and Third-Party reporting. Will also administer CCER/Pcard, including monitor and adjust credit, card issuance and closure and determine and reconcile charges to the departmental card.

Essential Duties and Responsibilities:

  1. Receive and process expenditure requests, including verification of supporting documents, spending authority and GL account code.
  2. Enter ck request/invoices/credit memosto accounting program (MS Great Plains).
  3. Forward invoice copies to appropriate spending authority for payment approval and check request preparation. Follow up and maintain tickler and correspondence on all outstanding paperwork.
  4. Set up recurring expenses for A/P P-Card processing, perform monthly reconciliation.
  5. Determine invoice payment due dates, prepare batches for review and check processing.
  6. Select and printchecks, routefor signature. Mail/distribute payments and file backup documents.
  7. Identify, log, and enter (to A/P) all EFT payments and ACH withdrawals for third-party payments.
  8. Enroll and monitor ACH Fraud Filter vendors, approve payments as presented.
  9. Manage Costco cash card program, card status, renewal, and issuance to staff.
  10. Reconcile statements and invoice balances, including monthly insurance statements.
  11. Receive and distribute accounting and all other unaddressed campus mail.
  12. Maintain file systems and accuracy of records relating to disbursements, including vendor files, check registers and various electronic payment spreadsheets.
  13. Prepare computerized reports of open items, cash requirements, vehicle usage, and other reports.
  14. Reconcile A/P balance to the general ledger.
  15. Track, prepare, and produce annual 1099 tax statements.
  16. Assist in annual financial audit preparation.
  17. Perform back up for daily cash receipts collection, reporting and posting.
  18. Travel account issuance and reconciliation, previously performed in this positionis currently assigned to Grant Accountant (5/09).

Education and Work Experience Required:

  1. High School Diploma or GED.
  2. Minimum 2 years Accounts Payable experience.
  3. Microsoft Dynamics/Great Plains and Microsoft Excel experience.
  4. Knowledge of accounts payable accounting principles and cash handling.
  5. Competency in PC operation, Microsoft Word processing and 10-key by touch.
  6. Possess strong verbal, written and data entry skills.
  7. Ability to follow and understand complex directions.
  8. Efficient in completing assigned tasks with minimum supervision.
  9. Strengths inconsistent, reliable and punctual job performance.
  10. Capable in handling potentially stressful situations in a calm and professional manner.
  11. Understanding the use of judgmentbased on circumstances and making decisions in professional manner.

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit, reach with hands and arms; climb stairs; balance, or kneel. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Note:
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Position is Open until Filled.

Please visit our website at to apply online directly.

Alaska Pacific University is an EEO/M/F/D/V Employer

Position: Accounts Payable Coordinator, Rev. 6-20121|Page