Accounts Payable Coordinator (Immediate Opening)

KIPP•St. Louis, MO

About The Position

The Accounts Payable Coordinator is a full-time, 12-month member of the KIPP St. Louis Finance Department, working 40 hours per week. The role manages day-to-day accounts payable operations across KIPP St. Louis schools and regional operations, ensuring accurate and timely vendor payments, purchase order and requisition processing, purchasing card administration, vendor compliance, and financial recordkeeping. The coordinator works with school-based and regional staff to maintain efficient financial processes, strengthen internal controls, and support the organization’s financial operations. The position reports to the Finance & Accounting Director and has no direct reports. The coordinator independently handles routine accounts payable processes, vendor communications, payment preparation, reconciliations, and recordkeeping within organizational policies and internal controls. The role reviews invoices, purchase orders, requisitions, reimbursements, and P-card transactions for discrepancies, missing documents, and potential compliance concerns; follows established approvals; and escalates exceptions, policy questions, and financial concerns to the Finance & Accounting Director. Key collaborators include the CFO, Finance Department, school leaders, Managers of Operations, department heads, regional office staff, vendors, and external auditors. The work includes managing the accounts payable cycle for assigned schools and entities; preparing bi-weekly check runs and ACH payment batches; using Software Unlimited (SUI) and Commerce Bank payment processes; maintaining vendor and payment records; processing approved employee reimbursements; reconciling purchasing card statements; preparing monthly accounts payable aging reports; supporting year-end vendor tax documentation and 1099 reporting; and responding to audit requests. The coordinator also helps coordinate regional courier and school mail-bag schedules, routes incoming regional office mail, and maintains supplies for accounts payable operations. The role is evaluated on transaction accuracy and timeliness, compliance with policies and internal controls, responsive support to vendors and staff, accurate and timely reporting, audit readiness, and consistent operational coordination. The anticipated start is as soon as possible.

Requirements

High school diploma or GED.
Proficiency in Microsoft Excel and Microsoft Office applications.
Strong attention to detail, organization, time management, and follow-through.
Excellent written and verbal communication skills.
Ability to manage confidential financial information with discretion and integrity.
Ability to work independently and collaborate effectively with multiple stakeholders and cross-functional teams.
Ability to review financial transactions, verify supporting documentation, and follow established approval procedures.
Demonstrated ability to communicate professionally and resolve payment-related questions with vendors and internal stakeholders.
Understanding of accounts payable workflows, invoice processing, vendor management, expense coding, payment preparation, and account reconciliations.
Knowledge of check processing, ACH payments, payment batches, purchasing card reconciliation, and financial approval procedures.
Understanding of vendor onboarding requirements, W-9 documentation, sales tax exemption records, 1099 reporting, and confidential banking information.
Experience preparing financial reports, reviewing outstanding invoices, maintaining supporting documentation, and responding to audit requests.
Ability to communicate effectively with vendors, school leaders, regional staff, and Finance leadership to resolve financial questions and maintain positive working relationships.

Nice To Haves

Associate degree in accounting, business administration, finance, or a related field.
1–3 years of accounts payable or comparable accounting support experience.
Experience with Software Unlimited (SUI) or similar accounting and purchasing systems.
Knowledge of accounts payable workflows, expense coding, financial reconciliations, payment controls, and vendor compliance.

Responsibilities

Manage the full accounts payable cycle for assigned schools and entities, including vendor onboarding, invoice review, expense coding, payment processing, and vendor statement reconciliation.
Prepare bi-weekly check runs and ACH payment batches through Commerce Bank, following approval and internal control procedures.
Process and verify checks, ACH batches, approved manual checks, and related payment activity in Software Unlimited (SUI); review batch totals and supporting documentation before payment release.
Review, code, and track purchase orders, requisitions, invoices, and expenses in SUI, ensuring approvals, account coding, and supporting documentation are in place.
Research and resolve invoice discrepancies, outstanding vendor credits, payment questions, and vendor or purchasing disputes.
Maintain vendor files and onboarding documents, including W-9 forms and applicable sales tax exemption documentation; safeguard vendor banking information and verify requested changes.
Process and track approved employee travel, tuition, and mileage reimbursements in accordance with organizational policies.
Monitor district purchasing cards for available credit and payment needs, communicating concerns to Finance leadership.
Reconcile P-card statements and transactions by collecting and reviewing receipts, expense coding, business purposes, and required approvals.
Follow up on missing or incomplete P-card documentation and ensure transactions meet purchasing guidelines; document exceptions and escalate policy or compliance concerns.
Prepare monthly accounts payable aging reports for the CFO, highlighting past-due items and invoices requiring follow-up.
Maintain organized accounts payable records and payment documentation for internal controls, record retention, information requests, and audits.
Coordinate year-end vendor tax documentation and 1099 reporting, including verifying vendor information and ordering forms as applicable.
Provide invoices, payment records, reconciliations, and descriptions of accounts payable processes requested by auditors.
Monitor invoices submitted without required requisitions or purchase orders and communicate follow-up needs to school leaders, Managers of Operations, and department heads.
Coordinate regional courier services and school mail-bag collection and return schedules, communicating changes during school breaks and closures.
Receive, sort, and route incoming regional office mail, including vendor bills, donation checks, bank statements, payroll notices, insurance correspondence, and school or departmental mail.
Order and maintain accounts payable supplies, including business checks, check envelopes, and year-end 1099 forms.
Collaborate with school and regional staff to resolve payment issues, improve purchasing compliance, and maintain consistent financial procedures across the organization.

Benefits

$0 deductible healthcare plan option, including medical, vision, and dental.
Employer-paid short-term disability.
$50,000 life insurance policy at no cost to the employee.
Retirement plan through PSSRSSL with an employer match up to 14%, and an optional 403b supplement to the pension program.
Employee recognition, including annual Heart Awards.
Qualified employer for the Public Service student loan forgiveness program.
Ongoing professional development.
Paid leave for illness, personal days, bereavement, jury duty, and military-related leave.
Paid parental leave for new families.
Granted holidays, including a one-week Thanksgiving break, a two-week winter break, and a week-long spring break.
Wellness days throughout the year.