Accounts Payable Coordinator (Part-Time)

Little Friends, Inc.; Warrenville (IL); On-site; USD 74,501,000 - 88,828,000; Full time

Job summary

Little Friends, Inc. in Warrenville, IL is seeking an Accounts Payable Coordinator to manage vendor payments, monthly close entries, and balance sheet analyses. This role also serves as an auditor to ensure invoices are accurate and compliant with accounting procedures.

Responsibilities include AP processing, 1099s, reconciliations, vendor master maintenance, and assisting in month-end close. Strong Excel and AP software experience required; college degree preferred.

Qualifications

• Experience with Accounts Payable software and Microsoft Excel is required.
• College degree is preferred.

Responsibilities

• Maintains the vendor master file of approved vendors in the agency computer system.
• Prepares accrual journal entries for prepaid accounts and other balance sheet items.
• Prepares monthly A/P detail reports and reconciles to the general ledger.
• Investigates past due notices and follows up with vendors as necessary.
• Prepares annual 1099s for vendors.
• Reviews invoices and payment requests for proper approvals and supporting documentation.
• Prints checks and ACH payments as directed by Finance leadership.
• Reconciles monthly credit card purchases to statements and inputs details.
• Obtain W-9s for all vendors and maintains current files.
• Assists in annual audits as needed.
• Makes deposits twice weekly.

Skills

Experience with AP software and Excel

Education

College degree

Job description

The Accounts Payable Coordinator is responsible for all vendor payments and specified month-end close accounting functions as assigned. This role also serves as an auditor, ensuring that invoices are accurate and that proper accounting procedures are followed for the purchasing and payment of goods and services.

This role creates monthly journal entries for month-end close and performs monthly balance sheet account analysis for assigned balance sheet accounts. This position serves as backup to the accounts receivable function and is able to create invoices and apply payments as needed.

Work Days/Times: Monday-Friday

Hours per Week: 30

Salary: $26-31/hour

WAGE TRANSPARENCY NOTIFICATION
Little Friends, Inc., in compliance with House Bill 3129 regarding Pay Transparency, is committed to providing salary and benefits information for all open positions. Please note that all disclosed compensation rates for this role will be determined based on required qualifications, experience, education, skill, training, certifications, and seniority.
Little Friends, Inc. also has the right to offer candidates appropriate compensation rates, determined by the employer, commensurate with the applicant’s qualifications, experience, education, skill, training, certifications, or seniority

Requirements

• Maintains the vendor master file of approved vendors in the agency computer system.
• Will complete the following tasks monthly, including but not limited to:
  • Assisting in the monthly closing of the general ledger as required. Prepares accrual journal entries for prepaid account, as well as various other balance sheet accounts
  • Preparing month end, A/P detail report and reconciling to general ledger
  • Investigates past due notices and follow-up with appropriate personnel or vendors when necessary.
  • Prepares annual 1099’s for vendors.
  • Reviews all invoices and payment requests for appropriate authorizations and supporting documentation including but not limited to: Matching receipts to bills when they are received from employees. Coding and inputting items to be paid according to Finance department procedures. Bringing unusual payment requests to the attention of the Controller and the V.P. of Finance
  • Print checks and ACH payment for items selected by the V.P. of Finance as required.
  • Upload to bank in Positive Paycheck payment to employees and vendors
  • Reconcile monthly credit card purchases to statements and input detail
  • Reconcile monthly Walmart, Staples and Sam’s club statements with purchase orders and invoices
  • Reconcile other vendor statements monthly to activity posted to Financial Edge
  • Obtain W-9’s for all vendors and maintain current file for W-9 forms
  • Responsible for processing employee expense reports
  • Maintains the files of completed check vouchers in a condition that is easily accessible by all finance department personnel.
  • Prepares bi-weekly check/EFT summary for use in cash analysis and bank reconciliation
  • Summarizes daily bank activity on the Cash Forecasting spreadsheet
  • Assist in annual audit as needed
  • Applies payments received from DHS and other vendors against invoices
  • Make deposits twice weekly.

OTHER DUTIES

• Other duties as assigned by Controller and/or V.P. of Finance
• Shall attend required departmental and agency meetings

Qualification

• Experience with Accounts Payable software and Microsoft Excel is required
• College degree is preferred.