Accounts Payable Coordinator

POSITION TITLE:Accounts Payable Coordinator

DIVISION: Administration

DEPARTMENT: Business Office

REPORTS TO: Senior Manager of Finance and Accounting

PAY TYPE: Exempt

WORKER TYPE: Full-Time

UPDATED: December 2025

PAY:$45,000

The Accounts Payable Coordinator is responsible for managing all accounts payable functions, ensuring accurate, timely, and compliant processing of vendor payments, employee reimbursements, and related documentation. This role supports strong internal controls, maintains complete and accurate vendor records, and provides operational support to the Business Office as needed.

Essential Functional Responsibilities:

Invoice & Payment Processing

• Receive, review, and process vendor invoices and purchase orders for accuracy, completeness, proper approval, and correct account coding.
• Prepare weekly payments to vendors, including electronic payments through approved third-party payment processor and physical checks.
• Verify that applicable cash discounts are taken, sales taxes are properly excluded, and required receipts and supporting documentation are attached.
• Monitor systems to prevent duplicate payments and ensure all approved payables are processed in a timely manner.
• Review and process employee expense reimbursements and purchasing card activity for proper approval, documentation, account coding, and policy compliance within the designated software.

Vendor & Data Management

• Maintain accurate and up-to-date vendor files, including contracts and required tax documentation.
• Digitize invoices and supporting documentation; save paid invoices in shared drive folders and set up new folders as needed.
• Review vendor statements and investigate accounts payable balances over 30 days past due; prepare correspondence and resolve discrepancies.
• Respond to inquiries related to vendor payments, invoices, and account status.
• Prepare and distribute annual IRS Forms 1099 (and 1042-S, as applicable) in compliance with regulatory requirements.

Financial Support & Administration

• Balance the petty cash drawer on a monthly basis and initiate the petty cash replenishment process as needed.
• Maintain confidentiality of all Business Office and financial information.
• Stay current on administrative and accounting system upgrades related to accounts payable and communicate relevant changes to the supervisor.
• Assist other Business Office personnel during peak workloads or staff absences, including student registrations and front counter coverage.
• Other duties as assigned.

Supervises the following:

• N/A

Knowledge, Skills, and Qualifications:

• Must have an understanding of accounts payables and invoice payments processing
• Must have strong bookkeeping/accounting skills
• Ability to monitor payables and due dates
• Knowledge of general office procedures
• Ability to always present a pleasant, courteous, and service oriented attitude
• Ability to work under the pressure of deadlines
• Ability to work with minimum supervision, to begin projects independently, and to follow through in obtaining documentation and authorizations

• Ability to use current computer equipment and programs being used by the Business Office. Including, but not limited to:

• Microsoft Office Suite products (strong Excel skills are ideal)

• Google Suite (gmail, calendar, google docs, etc.)
• Must have strong administrative, computer, organizational skills
• Ability to work independently and as a member of a team
• Possess strong problem solving skills with the ability to monitor own work for accuracy and thoroughness
• Ability to clearly communicate in oral and written form
• Ability to hear normal audio levels of speaking whether in person or over the phone

Required Experience/Education:

• Associate's degree in Accounting, Finance, Business Administration (or related field) or an equivalent combination of education and relevant experience.
• Minimum of 2 years of accounts payable, accounting, or financial operations experience.

Preferred Experience/Education:

• Previous work experience in Higher Education and/or nonprofits.

Statement

Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute's Human Resource Administrator at .

EOE/AA: Minorities/Females/Disabled/Vets