Accounts Payable Coordinator

Cedar Crest, Inc.; Janesville (WI); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life insurance

403(b) retirement plan

Paid-time off

Employee assistance program

Job summary

Cedar Crest, Inc. is seeking an Accounts Payable Coordinator to manage the organization’s AP processes. You will verify invoices, ensure proper approvals, code accurately to cost centers, and maintain compliant financial records.

You will schedule payments, resolve discrepancies, and respond to vendor inquiries. The role requires attention to detail, strong Excel and accounting software skills, and collaboration with multiple departments to close monthly activity accurately.

Qualifications

• Associate’s or bachelor’s degree in finance, accounting, or a related field preferred.
• Previous experience in an accounts payable role or similar financial position.
• Proficiency in accounting software and Microsoft Office Suite, especially Excel.
• Strong understanding of accounting principles, financial reporting, and accounts payable processes.
• Good communication and interpersonal skills, with vendors and team members.

Responsibilities

• Invoice Processing: Review, verify, and process invoices and purchase orders, ensuring accuracy in coding to cost centers and GL accounts.
• Payment Processing: Schedule and prepare payments, resolve invoice discrepancies, and ensure timely vendor payments.
• Vendor Management: Maintain vendor files, update contact info, payment terms, and tax statuses; reconcile statements.
• Tax Compliance: Ensure W-9s, sales tax exemptions; file monthly WI DoR sales tax reports; process 1099s.
• Record Keeping: Maintain organized records of AP transactions and generate payment reports.
• Expense Reconciliation: Reconcile AP transactions and assist monthly closings; ensure correct cost center allocations.
• Billing Assistance: Support billing/receivables workflow as needed by AR Supervisor.
• Internal Controls: Ensure compliance with internal controls and procedures for AP.
• Continuous Improvement: Identify opportunities to streamline AP processes.
• Team Collaboration: Coordinate with other departments to recognize expenses in the correct period.

Skills

Numerical skills

Analytical abilities

Attention to detail

Time management

Education

Associate or Bachelor degree in finance/accounting

Tools

Excel

Accounting software

Job description

JOB SUMMARY:

The Accounts Payable Coordinator is responsible for managing the organization’s accounts payable processes, verifying all invoices have the appropriate documentation and approval prior to payment, ensuring accurate and timely processing of invoices, and maintaining financial records in compliance with company policies and regulations.

KEY RESPONSIBILITIES:

1. Invoice Processing: Review, verify, and process invoices and purchase orders, ensuring accuracy in coding to appropriate cost centers and general ledger accounts.
2. Payment Processing: Schedule and prepare payments, resolve invoice discrepancies, and ensure vendors are paid both accurately and in a timely manner.
3. Vendor Management: Maintain and update vendor files, including contact information, payment terms, and tax statuses. Respond to vendor inquiries and reconcile vendor statements to ensure accurate records. Assist in the completion of credit applications as needed.
4. Tax Compliance: Ensure completion of vendor W-9s, and preparation of sales tax exemption certificates when needed. Prepare and submit monthly sales tax reports to the WI DoR, and process and distribute all vendor 1099s annually.
5. Record Keeping: Maintain accurate and organized records of all accounts payable transactions. This may include filing documents and creating reports on payment activities and account balances.
6. Expense Reconciliation: Reconcile accounts payable transactions, prepare analysis of accounts, and assist in monthly closings. Ensure that all expenses are properly coded and allocated to the correct cost centers, maintaining consistency and accuracy in financial records.
7. Billing Assistance: Support billing and receivables workflow, through the completion of various tasks as deemed appropriate by the Accounts Receivable Supervisor.
8. Internal Controls: Ensure compliance with internal financial controls and procedures for accounts payable, contributing to effective financial management and fraud prevention.
9. Continuous Improvement: Identify opportunities for process improvement in the accounts payable function to enhance efficiency and accuracy.
10. Team Collaboration: Work closely with other departments to ensure that expenses are recognized in the correct period and that all financial deadlines are met. Provide assistance to other business office staff if necessary, and perform other accounting/administrative duties as assigned.

QUALIFICATIONS:

• An associate’s or bachelor’s degree in finance, accounting, or a related field is preferred.
• Previous experience in an accounts payable role or similar financial position.
• Proficiency in accounting software and Microsoft Office Suite, especially Excel.
• Strong understanding of accounting principles, financial reporting, and accounts payable processes.
• Good communication and interpersonal skills, with the ability to interact effectively with vendors and team members.

SKILLS:

• Strong numerical and analytical skills.
• Effective problem-solving and decision-making abilities.
• High level of accuracy and attention to detail.
• Excellent time management and organizational skills.

WORKING CONDITIONS:

This role operates in a lighted, climate-controlled, office environment, with access to typical office machinery and equipment. Sitting for extended periods of time may be required, in addition to occasional light lifting, bending or reaching. Off-campus errands may be required on occasion.

BENEFITS:

• Health insurance
• Dental insurance
• Life insurance
• 403(b) retirement plan
• Paid-time off
• Employee assistance program