Accounts Payable Coordinator

CAP Tulsa•Tulsa, OK

2d•Onsite

About The Position

Responsible for performing day-to-day functions necessary to administer accounts payable functions, including invoice payment processing, maintaining vendor insurance certificate(s), general ledger coding review, and verification of applicable vendor/contractor agreements. Performs various tasks, including cost allocations for invoices, reconciles general ledger balance sheet accounts, related subsidiary ledgers, new vendor/contractor application review, and database vendor/contractor file management. Performs the role of purchasing card system administrator, including providing purchasing card system maintenance and customer service. Relies on judgment, experience, and initiative to plan and accomplish goals and job functions. Makes non-routine choices within established precedent, considering objectives, under limited supervision. Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives.

Requirements

High School Diploma or G.E.D. required, Associate's Degree preferred
2 years of prerequisite-related work experience
Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
Ability to follow oral and written instructions with ability to read, interpret, and present information efficiently and effectively.
Must be able to accurately audit records and ensure compliance with written or oral guidelines.
Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
Intermediate MS Office skills, working knowledge of accounting and budgeting practices.
Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis

Responsibilities

Accurately process and distribute accounts payable checks, ach payments and vendor paycard payments; which encompasses verifying and reviewing all invoice and payment packets for accuracy, required documents and GL distribution, communicating with internal and external customers to resolve issues related to invoice packets, ensuring all necessary documentation is in place for new vendors, assisting with invoice GL distribution coding to ensure invoice workflow remains consistent.
Reconcile various general ledger accounts, which encompasses review and reconciliation of various general ledger accounts as assigned, research and explain accounts variances, prepare journal entries for posting to the general ledger, and prepare cost allocations for various expenses as assigned.
Prepare and file 1099 tax forms by required deadlines which encompasses verify year-end vendor balance information for accuracy, prepare the appropriate state and federal tax forms for timely filing of 1099’s based on IRS guidelines, verify all vendors/contractors have a W-9 on file, contacting vendors/contractors for missing documentation, and remaining current on IRS 1099 regulations.
Review contractors/vendors for applicable contracts and agreements, working with Legal Services to resolve any concerns
Perform due diligence procedures for new vendors/contractors, communicate with Purchasing staff regarding new vendor/contractor applications, maintain vendor/contract application document storage, maintaining vendor/contractor business category database.
Perform administrator functions of the online paycard payment system, including providing customer service to purchasing card holders, monitoring and maintaining vendor/contractor payments, working to resolve system issues with service provider, etc.
Process ach payment batch bank upload files for secondary level approval
Perform as backup support for payroll administrator as needed
Maintain assigned month-end and quarterly reports
Perform other duties as assigned or requested.