Accounts Payable Coordinator (Immediate Opening)

KIPP St. Louis Public Schools•St. Louis, MO

About The Position

The Accounts Payable Coordinator is a full-time member of the Finance Department responsible for day-to-day accounts payable operations across KIPP St. Louis schools and regional operations. The role ensures accurate, timely vendor payments; purchase order and requisition processing; purchasing card administration; vendor compliance; and financial recordkeeping. The coordinator collaborates with school-based and regional staff to maintain efficient financial processes, strengthen internal controls, and support KIPP St. Louis’s financial operations. The position independently manages routine accounts payable processes, vendor communications, payment preparation, reconciliations, and recordkeeping within established policies and controls. It requires sound judgment when reviewing financial transactions and documentation, resolving routine issues, and escalating exceptions or compliance concerns to the Finance & Accounting Director. The position is full-time, 12 months, and 40 hours per week, with no direct reports.

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.
Demonstrated experience managing accounts payable processes, invoice processing, vendor payments, and financial reconciliations.
Experience reviewing financial transactions, verifying supporting documentation, and following established approval procedures.
Ability to identify discrepancies, maintain accurate records, and manage multiple deadlines.
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.
Ability to prepare financial reports, review outstanding invoices, maintain supporting documentation, and respond to audit requests.

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 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, including payments processed through Commerce Bank, and follow established 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 appropriate approvals, account coding, and supporting documentation.
Research and resolve invoice discrepancies, outstanding vendor credits, payment questions, and vendor or purchasing disputes.
Maintain vendor files and onboarding documentation, including W-9 forms and applicable sales tax exemption documentation; safeguard vendor banking information and verify requested changes.
Process and track approved employee reimbursements, including travel, tuition, and mileage expenses, in accordance with organizational policies.
Monitor district purchasing cards for available credit and payment needs, and communicate 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, identify exceptions, document follow-up, and escalate policy questions 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 to support internal controls, record retention, and information requests.
Coordinate year-end vendor tax documentation and 1099 reporting, including verifying vendor information and ordering required 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, including communicating schedule 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 operational supplies, including business checks, check envelopes, and year-end 1099 forms.
Work collaboratively with school and regional staff to resolve payment issues, improve purchasing compliance, and maintain consistent financial procedures.
Maintain accuracy and timeliness of transactions, compliance with organizational policies and controls, responsive stakeholder support, accurate reporting, audit readiness, and consistent operational coordination.

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 employer match up to 14%, and an optional 403b as a supplement to the pension program.
Employee recognition, including annual Heart Awards.
Eligibility as an 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, a one-week Thanksgiving break, a two-week winter break, and a week-long spring break.
Wellness days throughout the year.