Reports To: Chief Financial Officer
FLSA: Non-Exempt
Hourly Rate: $25.00 per hour
Schedule: 20 hours per week (Tuesday, Wednesday, and Thursday)
Job Purpose:
The Accounts Payable Clerk & Office Coordinator is responsible for ensuring the accurate and timely processing of accounts payable transactions while supporting the efficient day-to-day operations of the office. This role maintains financial records, processes invoices and payments, gathers support for corporate credit card purchases, issues invoices for services, and ensures compliance with company policies and accounting standards. Additionally, the position coordinates administrative functions, manages accounting files and vendor relationships, and provides organizational support to staff and management to promote a productive and well-organized work environment. This role is ideal for candidates who thrive in a traditional office setting, can navigate evolving priorities, and are eager to contribute to process improvements while respecting and building upon proven methods. We value innovative ideas that enhance efficiency without causing disruption to established workflows.
Specific Duties:
• Process vendor invoices, purchasing card transactions, and travel/expense reports.
• Set up and maintain vendor records in the accounting system; collect required documentation (e.g., W-9); and partner with vendors and internal staff to resolve payment issues.
• Match invoices to purchase orders; obtain proper approvals and general ledger coding; enter invoices into the AP system; and support payment runs, aging reports, and vendor check processing.
• Administer purchasing card processes to ensure appropriate business use and compliance with policies.
• Perform assigned balance sheet reconciliations; research variances; and propose corrections.
• Prepare accounts receivable invoices and journal entries for rental commissions, royalties, and collections on loan.
• Process checks and related documentation received from the Development Department and support payment intake for special events in accordance with internal controls.
• Assist the CFO with endowment investment statement tracking and other tasks as assigned.
• Manage multiple priorities and respond to inquiries from vendors and staff in a timely manner.
• Support cash management activities, deposits/bank deliveries, and administrative errands as needed for departmental functions and special events
• Other relevant duties as assigned.
Minimum Experience and Required Skills:
Associate degree in accounting/business preferred; 2+ years of related AP/accounting experience (or equivalent combination of education and work experience).
Required Skills and Abilities:
Understanding of Generally Accepted Accounting Principles (GAAP) with proficiency specifically in Excel and other Microsoft Office programs. Excellent organizational skills and problem-solving ability, with attention to detail and appropriate follow-through. Individuals should have the ability to maintain outlined processes specific to the functions within this role. Must be able to maintain confidentiality, work well in a team environment and exhibit trustworthiness and have a strong work ethic. Individuals should be flexible with the capacity and desire to grow and learn.