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Accounts Payable Coordinator

3 months ago

Montrose, United States Community Options, Inc. Full time
Job DescriptionJob Description

Purpose: The AP/AR Coordinator is responsible for the payment of goods and services purchased by the organization and for the receipt and accounting of funds being paid to the organization. This role ensures invoices are accurate and that proper accounting procedures are followed to account for the receipt of payment for goods and services completed by the organization.


Qualifications

  • High school diploma or GED.
  • Two years of previous administrative experience preferred.
  • Working knowledge of business systems, bookkeeping, and office equipment preferred
  • Accurate word processing and 10-key skills required.
  • Excellent computer skills (Microsoft Office: Word, Excel, Outlook, Access).
  • Valid Colorado driver's license.
  • Acceptable driving record and criminal background check.

Essential Duties and Responsibilities

Accounts Payable Duties:

  • Reviews all invoices for appropriate documentation including coding.
  • Checks for approval prior to payment.
  • Prints and obtains signatures on all account payable checks.
  • Distributes signed checks as required.
  • Prepares and pays sales tax for local and state in timely fashion.
  • Processes check requests, garnishments and tax payments, ensuring all appropriate approvals have been secured.
  • With proper authorizations, processes credit card payments for import into Great Plains.
  • Maintains all accounts payable reports, spreadsheets and accounts payable files.
  • Provides back up, as needed, for payroll department.

Accounts Receivable Duties: Acts as liaison with vendors and assists co-workers, managers and directors as requested.

  • Provides oversight & data input responsibilities for vendor accounts.
  • Reconciles vendor statements and processes invoices into computer system
  • Prepares all 1099s and finalizes the corresponding report.
  • Arranges activation of cellphones, cable, phone service, utilities and all related billing.
  • Maintains the vendor database and updates as necessary.

Client Account Duties

  • Performs Personal Need Ledger Audits.
  • Creates report of related to tracking of personal needs.
  • Handles Host Home billing.
  • Calculates Room & Board charges for clients on a monthly basis.
  • Tracks and pays as appropriate client co-pays and various other medical payments.
  • Provides back up, as needed for Park Place payroll systems (includes input into OSAS Client payroll).

Banking Responsibilities

  • With appropriate approvals, handles the agency bank deposits.
  • Disburses Petty Cash as needed or requested.
  • Prepares cleared checks for storage and handles all voided checks.

Additional Essential Duties

  • Assures accuracy of GL accounts pertaining to AP/AR & client activities.
  • Participate and complete special projects.
  • Tracks physical inventory as needed.
  • Researches and solves payment discrepancies in AP/AR.
  • Maintain all AP/AR historical records.
  • Prepares periodic reports for assistant director of finance and finance director as requested.

Working Skills or Competencies

  • Effectively communicates with all program areas in a manner that is positive in nature.
  • Performs duties and conducts interactions with agency staff, persons served, and the public in a manner consistent with COI values.
  • Promotes and maintains appropriate professional and ethical relationships in accordance with policies, rules and regulations.
  • Good attendance and promptness to meetings and job assignment.
  • Works with minimal supervision and recognizes situations where assistance is needed.
  • Deals with stress and stressful situations in an effective, productive manner.
  • Performs other relevant duties as assigned.

PHYSICAL DEMANDS/ENVIRONMENTAL CONDITIONS: The AP/AR Coordinator spends numerous hours at a computer terminal. 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.


  1. AP/AR Coordinator must guard against repetitive motion injury because they may make substantial movements of the wrists, hands and /or fingers.
  1. AP/AR Coordinator must exert up to 10 pounds of force occasionally, and/or a negligible amount of force frequently.
  2. Administrative work involves sitting most of the time, however, AP/AR Coordinators are regularly required to walk or stand and occasionally required to stoop, kneel or crouch.
  3. AP/AR Coordinator must be able to reach forward, backward and upward with hands and arms as well as use fingers for grasping, picking, pinching or typing.
  1. Specific vision abilities required by this job include close visual acuity to prepare and/or analyze data, view computer terminals, view written documents and engage in extensive reading.

Supervision: The AP/AR Coordinator reports to the Assistant Director of Finance. The AP/AR Coordinator does not have any supervisory responsibilities.

I have read this job description and can perform all the essential duties of the position with or without accommodation. Please notify your supervisor if you are requesting accommodation.



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