Accounts Payable & Finance Administrator

Except in the case of an undue hardship, La Familia provides reasonable accommodations to persons with disabilities when the accommodations are necessary to enable the persons to perform the essential functions of the job. The Agency also provides reasonable accommodations when necessary based on religious needs. Individuals requiring workplace accommodations must discuss their needs with La Familia Human Resources. Individuals seeking accommodations for disabilities are typically required to provide medical documentation supporting the existence of a disability, the need for the accommodation, and what workplace modifications will enable the employee to perform the essential functions of the job.

POSITION OVERVIEW:

We are seeking a detail-oriented and skilled Accounts Payable Coordinator to join our finance team. This role is responsible for supporting the day-to-day accounts payable functions, including full-cycle AP processing, reporting, check processing, and payment distribution to ensure timely and accurate financial operations. In addition to accounts payable responsibilities, this position provides administrative support to the Finance Director and Finance Team through a variety of clerical and organizational tasks.

Responsibilities include filing, record keeping, data entry, processing electronic and paper mail, maintaining correspondence, answering calls, scheduling meetings, and supporting general office operations. Additionally, they will assist in producing monthly financial statements to support the monthly close process. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

Full-Cycle Accounts Payable Coordination:

Manage full-cycle accounts payable, including invoice intake, verification, coding, data entry, payment processing, and maintaining accurate financial records in accordance with agency procedures and deadlines

Review and verify invoices for accuracy, required authorizations, correct account coding, and compliance with agency policies and financial procedures.

Process check runs, electronic payments, and vendor reimbursements in a timely and accurate manner while ensuring all payments are properly documented and authorized.

Prepare and maintain accounts payable aging reports for review and approval by the Controller and/or Finance Director.

Prepare, monitor, and maintain accounts payable aging reports and other related financial reports for review by the Controller and/or Finance Director to support effective cash flow management and month-end close activities.

Maintain accurate and up-to-date vendor files, including W-9 forms, payment information, insurance documentation, and other required records to ensure compliance and audit readiness.

Maintain accurate and up to date vendor records/files, including W-9s and payment details.

Reconcile vendor statements, research discrepancies, and coordinate with internal departments to ensure invoices and payments are processed correctly and efficiently.

Serve as the primary point of contact for vendor and employee inquiries by responding professionally to questions regarding invoices, payment status, and account discrepancies, while working collaboratively to resolve issues in a timely manner.

Assist with preparing financial documentation and supporting schedules needed for audits, grant reporting, and internal financial reviews by ensuring all supporting records are complete, organized, and accessible.

Support the monthly close process by assisting with accounts payable reconciliations, accruals, reporting, and preparation of monthly financial statements as assigned.

Maintain confidentiality of sensitive financial, employee, vendor, and organizational information in accordance with agency standards and professional ethics.

Collaborate with the Finance Team and other departments to support efficient financial operations and contribute to continuous process improvement efforts.

Payment Processing and Distribution:

Print and process weekly checks for employee reimbursements and vendor payments.

Ensure timely, accurate payment process according to approved terms and internal processes for vendors and employees.

Collaborate with the Controller and Finance Director to coordinate gift card purchasing, donation tracking, and related documentation functions.

Oversee distribution of all payments and maintain proper documentation records of all transactions. Including filing paid invoices and paid employees check requests in their file.

Sharing clear expense submission processes and deadlines for payout dates agency-wide.

Monthly Financial Reporting:

Support month-end close activities, including reconciliation and reporting preparation.

Collaborate with the Staff Accountant and/or Controller to produce monthly preliminary Profit & Loss statements.

Assist in analyzing financial data and completing data reports to support decision-making processes…