Accounts Payable & Purchasing Coordinator
About The Position
The Accounts Payable & Purchasing Coordinator is responsible for processing vendor invoices and payments, maintaining accurate accounts payable records, and coordinating organizational purchasing. This position ensures bills are paid accurately and on time, supports budget tracking by project and grant, and helps maintain sound purchasing practices. This is an in-person position based in our Thompson office; it is not eligible for remote work. This role offers a flexible schedule of 9:30am–2:30pm, Monday through Friday (25 hours per week), with some flexibility in start and end time.
Requirements
- Associate's degree in Accounting, Business, or related field, or equivalent experience.
- 1+ years of experience in accounts payable, bookkeeping, or purchasing, preferably in a nonprofit setting.
- Experience with accounting software, preferably QuickBooks and Aplos, and Microsoft Excel.
- Strong attention to detail and accuracy in data entry.
- Good organizational skills and ability to meet recurring deadlines.
- Ability to work independently with minimal supervision.
Nice To Haves
- Familiarity with grant-funded budget allocation a plus.
Responsibilities
- Receive, review, and process vendor invoices for accuracy, proper coding, and required approvals.
- Prepare and process accounts payable payments (checks, ACH, or online payments) on a regular schedule.
- Code and allocate expenses to the appropriate project, grant, or budget line.
- Maintain organized, accurate AP records and vendor files, including W-9s and 1099 documentation.
- Reconcile vendor statements and resolve discrepancies with vendors and internal staff.
- Coordinate purchasing of office and program supplies, obtaining quotes and approvals per purchasing policy.
- Track outstanding purchase orders and ensure timely receipt of goods and services.
- Assist with monthly account reconciliations and support month-end close as needed.
- Maintain compliance with grant and funder requirements related to purchasing and expense documentation.
- Respond to staff and vendor inquiries regarding invoices, payments, and purchasing procedures.
- Support the annual audit by providing AP and purchasing documentation as requested.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
