Accounts Payable Coordinator

Huntsville Botanical Garden • Huntsville, AL

1d • $45,000 - $55,000 • Hybrid

About The Position

The Accounts Payable Coordinator is responsible for processing accounts payable transactions, maintaining vendor relationships and records, reconciling credit card and expense activity, and supporting general accounting functions. This position also assists with payroll reconciliation and preparation of payroll-related journal entries in QuickBooks Online and supports organizational compliance through maintenance of licenses, permits, and insurance-related documentation.

Requirements

• Bachelor’s degree in finance or accounting required
• Minimum of 2 years of accounting experience in accounts payable or an equivalent combination thereof
• Knowledgeable and proficient in adherence to adhere to generally accepted accounting principles
• QuickBooks experience or similar accounting software programs
• Technology savvy with high comfort level utilizing the Microsoft Office suite of products, particularly Excel
• Strong analytical and organizational skills with a problem-solving mindset
• Flexibility to operate in a significantly matrixed environment across multiple organizational areas
• Ability to interpret data and turn it into actionable information
• Proactive and self-motivated team player with the ability to lead by example
• Goal-oriented with a track record of achieving results and supporting team success
• Ability to effectively manage multiple priorities simultaneously while maintaining a keen attention to detail

Nice To Haves

• Previous professional work in a non-profit environment working with fund accounting and restricted funds is preferred

Responsibilities

• Process vendor invoices accurately and timely, ensuring proper account coding and approval workflows are followed
• Coordinate workflow of invoices to department users for approvals, providing supporting documentation as required
• Prepare and process weekly accounts payable payments
• Prepare and distribute annual 1099 forms
• Respond to vendor inquiries and resolve discrepancies
• Monitor accounts payable aging and outstanding obligations
• Maintain accurate vendor files, W-9 documentation, and payment account records and contact information
• Coordinate vendor onboarding and documentation collection
• Monitor vendor compliance requirements including W-9s, certificates of insurance, contracts/statement of work and related documentation
• Assist with maintaining positive vendor relationships and resolving payment issues in a timely manner
• Reconcile Garden credit card statements and merchant credit account statements
• Review employee expense reimbursements for accuracy and policy compliance
• Ensure proper coding and documentation for all expenses
• Reconcile payroll reports to bank activity
• Prepare payroll journal entries and enter them into general ledger
• Assist with reconciliation of payroll liabilities and benefits deductions
• Maintain organizational licenses, permits, and renewal schedules
• Maintain insurance certificates and related compliance records
• Assist with receivables and month-end closing activities
• Prepare account reconciliations and supporting schedules
• Maintain organized financial records and electronic files
• Assist with preparation of audit schedules and supporting documentation
• Assist with maintaining internal controls and accounting procedures
• Assist with special projects and other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level