Accounts Payable Coordinator

Carthage College•Kenosha, WI

About The Position

The Accounts Payable Coordinator oversees all aspects of accounts payable operations, including invoice processing, supplier relationship management, ensuring timely reimbursements, and assisting with various financial tasks. This role requires strong communication skills, an understanding of accounting systems, and a proactive approach to resolving issues. Additionally, the position involves training an accountant to handle AP processes and serve as a backup for the AP Coordinator when needed. This position requires extra hours of work during peak periods, including but not limited to the annual audit and end-of-fiscal-year processes, which may involve evenings and weekends to ensure timely completion of all accounting tasks.

Requirements

Bachelor's degree in accounting, finance, business, or related field (preferred).
1-3 years of proven experience in accounts payable or related financial roles.
Proficiency with accounting software, especially Workday (or similar systems).
Strong organizational skills and attention to detail.
Excellent communication skills, both written and verbal.
Ability to work independently and collaboratively with other people and departments.
Knowledge of basic accounting principles and procedures.
Experience with bank reconciliations and payment processing.
Ability to handle confidential and sensitive information.
Proficiency in Microsoft Excel and PDF manipulation.

Nice To Haves

Experience with 1099 filing and tax documentation is a plus.

Responsibilities

Manage the AP email address and redirect invoices to the appropriate departments.
Enter invoices and process incoming checks in the Workday system.
Review and tag prepaid invoices appropriately.
Ensure accuracy of project or budget tags and follow up if needed.
Process weekly payables, ensuring all invoices and payments are timely and accurate.
Create and maintain supplier records, including new suppliers, grant payees, and speakers.
Notify suppliers upon EFT payment completion, detailing the paid invoices and amounts.
Manage all student reimbursements, including data entry, creating records, and converting data into PDF format for entry into Workday.
Process reimbursements for staff and students and notify them once checks or EFT payments are processed.
Scan checks and generate deposit slips for both cash and checks with discrepancies.
Track daily deposits on the cash deposit log.
Manage deposits for athletics, gifts, student accounts, public safety fines, and other miscellaneous transactions.
Perform other duties as assigned, which may include tasks not outlined in the above responsibilities.
Ensure the accountant can serve as a backup for the AP Coordinator during absences or additional workload.