Accounts Payable Coordinator

Crisis Center of Tampa Bay

2d•Onsite

About The Position

The Crisis Center of Tampa Bay brings help, hope, and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The primary responsibility of the Accounts Payable Coordinator is to manage the end-to-end Accounts Payable process in a nonprofit healthcare environment with approximately 26 government grants and extensive contractor activity. Invoices are received via email, routed for email approval, coded and entered manually into Sage Intacct, and paid via ACH and check on a weekly schedule. The Accounts Payable Coordinator reports to the Controller and, in his/her absence, the CFO.

Requirements

Associate Degree in Business or related field preferred.
3 years of work experience in the accounting field with a degree; or 6 years of work experience with accounts payable in lieu of a degree.
Proficiency with Sage Intacct (AP module, dimensions, vendor bills, payment runs) required
Proven experience in using Windows and Microsoft Office software, including Excel and Word, and working knowledge of PDFs, is required.
Strong written and verbal communication, collaborative teamwork, and relationship-building required.
Knowledge of accounting reports preparation procedures and requirements.
Knowledge of generally accepted accounting principles and procedures.
Knowledge of organizational processes, documentation standards, and effective workplace communication.
Ability to work effectively with others in the organization.
Ability to plan and organize work for self and others.
Ability to work independently, meticulously, and accurately.
Ability to work meticulously and accurately, and analyze data
Ability to manage responsibilities dependably and meet deadlines
Must have ability to lift and carry up to 15 lbs.
Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk, and reach with hands and arms.
Specific vision abilities required by the job include close vision and the ability to adjust focus.
Ability to sit for long periods of time.

Nice To Haves

Understanding of GAAP principles; grant-related coding, allowability, and documentation; contractor payments and 1099 compliance preferred.

Responsibilities

Provide timely and accurate payments of goods and services to ensure daily operations of the Agency.
Participates in the performance quality improvement (PQI) process and uses data to improve services and outcomes.
Document AP workflows and control points; identify bottlenecks and recommend improvements.
Prepare for AP automation next fiscal year (invoice capture, approval workflows, vendor portal, ACH automation); support selection and implementation.
Monitor the AP inbox; intake, validate, and organize vendor invoices received via email.
Route invoices to appropriate managers for email approval; track status and follow up to avoid delays; maintain audit-ready approval trails.
Verify vendor setup (W-9/1099 status), contract terms, and required documentation; maintain vendor database and payment files.
Code invoices to correct GL accounts and Sage Intacct dimensions (grant/program/department/cost center); ensure allowability and grant period compliance.
Enter vendor bills manually in Sage Intacct; attach supporting documentation.
Prepare and execute weekly ACH and check payment runs; manage remittances and mailing; uphold segregation of duties and approval thresholds.
Schedule invoices for payment to meet terms and cash timing; resolve payment exceptions and vendor issues.
Maintain AP aging; reconcile AP subledger to the GL; support month-end close (cut-off, accruals, prepaids).
Provide reports and information necessary for management review; support grant reporting packages and expenditure support.
Ensure accuracy and timely disbursement of all 1099s and related reports for the Agency; collect and maintain W-9s.
Audit petty cash expenditures monthly.
Knowledge and compliance with HIPAA regulations.
Distribute mail, accept and distribute record requests; oversight of postage meter.
Supports process improvement and AP automation initiatives.
Maintains audit-ready documentation; upholds segregation of duties and approval thresholds.
Perform and assist in other duties as assigned by the supervisor, which the Coordinator has been trained for.