Accounts Payable Coordinator

ASPCA • New York, NY

8d • $27 - $29 • Onsite

About The Position

The Accounts Payable Coordinator assists the Accounts Payable Manager and works hand in hand with the Senior Accounts Payable Coordinator in processing supplier invoices. The Accounts Payable Coordinator is responsible for the accurate and timely processing of all invoices in accordance with ASPCA’s policies and procedures. This position will also assist with reconciliations, system improvements, and month-end close activities to ensure the integrity of the Accounts Payable function. He/she must be able to work as a team in a diverse cultural environment and be committed to improving the lives of animals.

The ASPCA Finance Department provides the financial services necessary to support the program operations and our life-saving work for animals. The Finance Team has a collaborative working environment that encourages innovative thinking, continuous learning and active participation in program activities.

The Accounts Payable Coordinator reports directly to the Manager, Accounts Payable and has no direct reports.

This position is an on-site role and reports to New York, 8th Avenue ASPCA location.

Requirements

• Knowledge of Accounts Payable procedures in a computerized environment.
• Understanding of the importance of proper documentation.
• Strong mathematical and computational skills.
• Proficiency in Microsoft Office Excel and Word preferred.
• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
• Ability to establish and maintain effective working relationships.
• Must be detail-oriented and be able to work in a meticulous, thorough and detailed manner.
• Ability to work in a fast paced environment.
• Ability to handle highly sensitive information and maintain strict confidentiality.
• Ability to provide kind and courteous customer service
• Ability to exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion.
• English
• Associate or Bachelor’s degree in accounting or equivalent work experience
• At least 2-5 years of accounts payable experience is required.

Nice To Haves

• Experience with Workday in a professional environment a plus.

Responsibilities

• Supplier Invoice Processing Verify the validity, accuracy and completeness of all supplier invoices and credit memos.
• Ensures all payment requests include proper supporting documentation, correct account coding, and required approvals.
• Review invoices for appropriate General Ledger coding and classification (i.e. fixed asset, work-in-progress, prepaid expense, service contracts) and ensure proper accounting period application.
• Process purchase order related invoices.
• Review and update of invoice allocations to the various cost centers and updating allocations based on updated information.
• Enter invoices into Workday accurately and in a timely manner.
• Process, review and validate invoices captured through OCR technology, ensuring accurate data extraction, correcting exceptions, and routing invoices through the appropriate approval workflow.
• Processes invoices for payment in accordance with vendor payment terms, taking advantage of all purchase discounts.
• Utilize AP automation tools to improve efficiency, accuracy, and workflow consistency.
• Ensure adherence to company policies and approval workflows.
• Handles special check requests as required.
• Creates refund request as Miscellaneous payment category in Workday
• Maintain and monitor miscellaneous payees to prevent duplication and convert payees to suppliers when appropriate.
• Research supplier accounts and respond promptly to vendor inquiries while maintaining a positive relationship.
• Provide AP documentation and support to internal departments upon request.
• Collaborate with Procurement to resolve purchase order and invoice discrepancies.
• Resolve returned payments as requested by Treasury Specialist.
• Support self-service users by troubleshooting invoice issues and ensuring smooth processing.
• Reconcile supplier statements to the Accounts Payable supplier payment history and resolve outstanding balances or discrepancies.
• Assist Accounts Payable Manager in identifying and resolving account variances through documentation review and follow-up.
• Participate in system upgrades, testing and implementation initiatives.
• Support process improvement efforts to enhance Accounts Payable efficiency and accuracy.
• Perform additional duties and projects as assigned by the manager.
• Assist Accounts Payable Manager to print check payments, secure check signatures and mail or deliver to appropriate department.
• Assist in monitoring draft invoices in Workday to prevent overdue payments and to maintain the integrity of Workday.

Benefits

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees