Accounts Payable Coordinator

Our Mission

YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.

The following comprehensive benefits package is offered to full-time employees and is designed to support your health, financial security, and career growth:

• Free health insurance
• Employer-paid group term life insurance (1x annual salary)
• Employer-paid long-term disability coverage
• Employee Assistance Program (EAP) through Child & Family Services
• A variety of voluntary benefit options

Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403(b) plan, with a generous 12% employer-paid contribution after eligibility requirements are met.

Our comprehensive paid time off program includes personal time off, holidays, and sick leave.

Staff receive a complimentary YMCA Buffalo Niagara membership and program discounts.

Additional benefits include ongoing training, an extensive leadership development program, and opportunities for career advancement.

The Accounts Payable Coordinator is responsible for the coordination of all accounts payable functions and activities for the organization. This position performs extensive account analysis, reconciliation, and reporting functions. The incumbent will be scheduled to work Monday - Friday, 8:30 am - 5:00 pm.

• Review, code, and process invoices and payment requests for accuracy, appropriate approvals, and proper general ledger coding.
• Enter invoices and related transactions into the accounting system accurately and timely.
• Coordinate the weekly accounts payable process and ensure payments are processed according to established schedules.
• Verify supporting documentation and approvals prior to payment.
• Monitor outstanding invoices and follow up on missing documentation or approvals.
• Process employee reimbursements and other approved payment requests.
• Maintain accurate electronic and/or paper records of accounts payable transactions.
• Maintain accurate vendor information and documentation within the accounting system.
• Respond to vendor inquiries regarding invoices, payments, account balances, and payment status.
• Investigate and resolve invoice discrepancies and payment issues.
• Coordinate with departments and vendors to resolve pricing, duplicate invoice, credit, and other discrepancies.
• Complete vendor setup and ensure required documentation is obtained and maintained.

• Reconcile vendor statements and accounts payable records.
• Research and resolve discrepancies between vendor statements, invoices, and accounting records.
• Prepare and review JEs to record expenses for goods and services received that are pending invoice.
• Investigate and resolve invoices accrued that are pending invoices.
• Assist with monthly account reconciliations and month-end closing activities.
• Prepare AP reports and other financial reports as requested.
• Assist with maintaining accurate general ledger coding and documentation.
• Support the Controller and Finance team with audits and other financial reporting requirements.

• Follow established accounts payable procedures and internal controls.
• Complete annual 1099 preparation and reporting.
• Maintain appropriate documentation for audit and record-retention purposes.
• Ensure payments are made in accordance with organizational policies and established authorization procedures.
• Protect confidential financial and vendor information.
• Provide responsive and professional service to employees, managers, vendors, and other internal and external customers.
• Communicate effectively with department leaders regarding invoice status, coding, approvals, and payment issues.
• Educate staff on accounts payable procedures and documentation requirements.
• Work collaboratively with Finance team members to improve processes and resolve issues.

• Identify opportunities to improve the efficiency, accuracy, and timeliness of accounts payable processes with an emphasis on technological integration.
• Assist with implementation and…