Accounts Payable Purchasing Coordinator

LITTLE CITY FOUNDATION•Palatine, IL

2d•$21 - $26•Onsite

About The Position

PURPOSE: To coordinate the purchasing function thru utilization of Sage Intacct. Oversee and perform the Accounts Payable Process. To provide support and back up to other functions within the accounting department. ESSENTIAL DUTIES AND RESPONSIBILITIES: The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein is such duties are a logical assignment to the position. 1. Sage Intacct Administrator – overseeing all tasks and responsibilities; including set-ups and approval levels. 2. Review and code invoices, obtain proper authorization, and prepare and input invoices into Sage Intacct. 3. Respond to vendor inquires. 4. Analyze and resolve past due balances. 5. Review vendor statements promptly and acquire any missing invoices when needed. 6. Oversee and provide guidance to all LC staff on invoice submission in Sage Intacct. 7. On large orders, acquire comparison quotes to assure best possible price. 8. Match purchase orders and receiving documents to invoices in Sage Intacct once implemented in Sage. 9. Review pricing on a regular basis to ensure greatest cost savings. 10. Assure that LC purchasing procedures are being adhered to. 11. Central Supply Ordering. Includes ordering supplies, monitoring Central Supply Excel sheet to ensure proper ordering level and completion from other departments, and to communicate with Facilities and other departments regarding status of orders. 12. Oversee agency procurement policies, making change recommendations as applicable. 13. Follow-up with directors on missing approvals for invoices submitted in Sage. 14. Produce open invoice report for Controller for weekly AP check run. 15. Always maintain confidentiality. 16. Run accounts payable checks/ACH payments, ensure accounts payable checks are mailed and/or distributed by another accounting staff member. 17. Ensure positive pay completed before check mailings. 18. Maintain all vendor files including electronic records in Sage, and vendor W-9’s. 19. Complete credit applications as necessary. 20. Follow-up on stale checks. 21. Assist all departments/programs with major purchases and contracts for services. 22. Manage Postage meter contracts. Obtain bids upon renewal. 23. Review Foster Care (FC) Guardian Payout spreadsheets; maintain all FC banking information; create all payouts in Sage via check and ACH. 24. Process Petty Cash reimbursements. 25. Assist in the preparation and input of monthly journal entries as needed. 26. Assist with the preparation of various audit schedules and confirmations for the year-end audit as well as other audits and reviews as necessary. Work with the auditors/reviewers as needed. 27. Other special projects / duties as assigned by Controller or CFO. 28. Maintains annual American Heart Association certification in First Aid and CPR. 29. Successfully completes Little City required training, re-training, and any additional training as required by Little City policies and practices, or as assigned by his or her immediate supervisor.

Requirements

Must have a high school diploma, excellent office skills, and highly organized.
Must have 4 years accounting or related experience.
Must have good computer skills including Excel and Word.
Must have good verbal and writing skills.
Must be able to work with minimal supervision.

Responsibilities

Sage Intacct Administrator – overseeing all tasks and responsibilities; including set-ups and approval levels.
Review and code invoices, obtain proper authorization, and prepare and input invoices into Sage Intacct.
Respond to vendor inquires.
Analyze and resolve past due balances.
Review vendor statements promptly and acquire any missing invoices when needed.
Oversee and provide guidance to all LC staff on invoice submission in Sage Intacct.
On large orders, acquire comparison quotes to assure best possible price.
Match purchase orders and receiving documents to invoices in Sage Intacct once implemented in Sage.
Review pricing on a regular basis to ensure greatest cost savings.
Assure that LC purchasing procedures are being adhered to.
Central Supply Ordering. Includes ordering supplies, monitoring Central Supply Excel sheet to ensure proper ordering level and completion from other departments, and to communicate with Facilities and other departments regarding status of orders.
Oversee agency procurement policies, making change recommendations as applicable.
Follow-up with directors on missing approvals for invoices submitted in Sage.
Produce open invoice report for Controller for weekly AP check run.
Always maintain confidentiality.
Run accounts payable checks/ACH payments, ensure accounts payable checks are mailed and/or distributed by another accounting staff member.
Ensure positive pay completed before check mailings.
Maintain all vendor files including electronic records in Sage, and vendor W-9’s.
Complete credit applications as necessary.
Follow-up on stale checks.
Assist all departments/programs with major purchases and contracts for services.
Manage Postage meter contracts. Obtain bids upon renewal.
Review Foster Care (FC) Guardian Payout spreadsheets; maintain all FC banking information; create all payouts in Sage via check and ACH.
Process Petty Cash reimbursements.
Assist in the preparation and input of monthly journal entries as needed.
Assist with the preparation of various audit schedules and confirmations for the year-end audit as well as other audits and reviews as necessary. Work with the auditors/reviewers as needed.
Other special projects / duties as assigned by Controller or CFO.
Maintains annual American Heart Association certification in First Aid and CPR.
Successfully completes Little City required training, re-training, and any additional training as required by Little City policies and practices, or as assigned by his or her immediate supervisor.