Accounts Payable Coordinator

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$23.89/hr - $31.38/hr

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Howard Community College (HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, . Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community.

Accounts Payable Coordinator | FLSA Non-Exempt | FT/PT Full Time | Hours Per Week 37.5 | Work Schedule M-F 8:30-5 | Grade 10 | Compensation Range $ hourly

Summary

The Accounts Payable Coordinator is responsible for supporting the daily operations of the Accounts Payable (AP) Office by accurately processing invoices, employee reimbursements, and vendor communications. The coordinator manages the AP shared inbox, scans and routes incoming mail, processes Verizon invoices, and ensures documentation is complete and properly stored. The position assists the Accounting Manager and AP team by maintaining timely workflow, supporting payment processing, and providing excellent customer service to vendors and internal departments.

• Collects and maintains proper vendor documentation including W-9s and electronic payment forms and submits them for vendor setup or updates as needed.
• Processes and reviews Verizon invoices, ensuring all required documentation is obtained, verified, and prepared for entry.
• Responsible for processing or coordinating processing of all office supply invoices for payment.
• Scans, indexes, and routes all mailed invoices to the proper Accounts Payable folders and systems, confirming documentation is legible, complete, and properly stored.
• Processes employee reimbursements, verifying that appropriate approvals, account structures, and supporting documentation exist and that purchases comply with college policy.
• Manages the Accounts Payable shared inbox by retrieving incoming invoices, responding to general inquiries, assigning items to AP staff, and ensuring all documentation is routed appropriately. Maintains organization of AP email folders and ensures vendor correspondence is clearly documented.
• Processes and analyses invoice documentation and prepares invoices for payment. This includes matching invoices, purchase orders or purchase requisitions, approvals for payment, and any other required documentation to create a complete payment packet.
• Communicates with vendors and internal departments regarding missing documentation, invoice status, payment information, and general accounts payable inquiries.
• Organizes and supports the preparation of invoices, documentation, and other materials needed for AP processing, check runs, or internal review by the AP Clerk or Accounting Manager.
• Responsible for the timely input of capital projects accounts payable vouchers into the county's SAP accounting system. Work includes obtaining required county information from vendors to be paid.
• Assists the AP Clerk with invoice routing or other assigned tasks during peak periods or staff absences to support consistent workflow within the AP office.
• Supports the Accounting Manager with routine AP follow-up tasks, document organization, and other duties as directed.
• Ensures the security and confidentiality of all accounts payable documents and information.
• Cross-trains with coworkers and assists in the event of absences to maintain continuity of operations.
• Enters receiving information into the Colleague System.
• Responsible for auditing vendor statements for unpaid invoices. This includes checking for payment in the system, reviewing against open purchase orders, documenting payment information, notifying vendors, and requesting additional invoices if necessary.
• Assists with the…