Accounting Coordinator (AR/AP)

Job DescriptionJob Description

JOB SUMMARY

Manages the timely and accurate processing of vendor invoices, expense reimbursements, and credit card activity to ensure proper financial controls and stewardship of organizational resources. This role is responsible for accounts payable, accounts receivable, and contribution processing, ensuring accurate recording of both incoming and outgoing financial activity while maintaining strong internal controls. This role does not include full-cycle accounting, general ledger maintenance, or financial reporting responsibilities.

Core AP Functions Invoice Processing:

Receive, review, code, and enter vendor invoices into the accounting system. Ensure accurate expense categorization and proper documentation.

Approval Workflow:

Verify that all invoices and credit card transactions have appropriate approvals. Follow established authorization policies and escalate exceptions.

Payment Processing:

Prepare and process weekly check runs, ACH transfers, and wires. Verify completeness and accuracy of payment batches prior to processing. Maintain payment schedules and ensure timely disbursements. Communicate with vendors to resolve discrepancies or issues.

Reconciliation & Controls Account Reconciliation:

Reconcile vendor statements and outstanding payables. Ensure all invoices and expenses are recorded in a timely manner to meet month-end close deadlines.

Credit Card Management:

o Coordinate with cardholders to ensure timely submission of receipts and coding. o Follow up on missing or incomplete support.

Records Management:

o Maintain organized digital and physical records of invoices and payments. o Always ensure audit-ready documentation. Compliance & Reporting 1099

Administration:

Collect and maintain W-9 forms. Track vendor eligibility and assist with annual 1099 preparation.

Policy Adherence:

o Ensure all disbursements comply with internal financial policies and procedures.

Support Functions Staff Support:

Respond to staff inquiries regarding expenses and coding. Assist staff in understanding expense policies and procedures Accounts Receivable & Contribution Processing

• Record and track incoming donations, including restricted and unrestricted funds.
• Post rent and other receivables and monitor outstanding balances, following up as needed.
• Process and record deposits in the accounting system.
• Maintain donor records and contribution data in the accounting system.
• Maintain donor and receivable records with accuracy and confidentiality.
• Assist with preparation of annual giving statements.
• Ensure proper documentation and coding of all incoming funds.
• Ensure timely recording of all cash receipts to support reconciliation and financial reporting.