Accounts Payable Coordinator

Job Type: Full-time

The Accounts Payable Coordinator supports the day-to-day financial operations of the organization, including accounts payable processing, bank reconciliation support, prepaid expense tracking, recurring journal entries, credit card reconciliations, and compliance with internal accounting procedures. This position ensures compliance with internal controls, organizational policies, and established accounting procedures while providing responsive support to vendors and internal departments.

The Accounts Payable Coordinator serves as the primary owner of the organization’s accounts payable workflow processes, ensuring continuity of operations, timely issue resolution, and accurate vendor payment processing. This role plays a key part in maintaining efficient financial operations, supporting month‑end close activities, and maintaining audit‑ready documentation.

• Serve as the primary coordinator and internal point of contact for Microix accounts payable workflows and invoice processing.
• Monitor, maintain, and troubleshoot Microix workflow issues to ensure timely routing, approvals, and payment processing.
• Research and resolve workflow, coding, approval, and system-related issues promptly to avoid operational delays.
• Coordinate with internal departments and system support resources regarding unresolved workflow or accounts payable processing issues.
• Review and respond to Accounts Payable and department emails within established timelines.
• Review, verify, and process invoices through Microix and the accounting system.
• Ensure invoices contain proper approvals, coding, supporting documentation, and vendor information prior to processing.
• Coordinate weekly payment selections with the Controller and CFO.
• Process weekly check runs and electronic payments timely and accurately.
• Submit approved check registers and coordinate payment distribution.
• Monitor AP Aging reports and assist with follow‑up on outstanding vendor items.
• Research and resolve outstanding checks and stale‑dated payments.
• Maintain organized accounts payable files and supporting documentation in accordance with record retention requirements and federal funding guidelines.
• Communicate with vendors and internal departments regarding invoice status, payment inquiries, and missing documentation.

• Establish and maintain vendor records in MIP/Abila in accordance with organizational policies and required documentation standards.
• Review vendor setup documentation for completeness, including W‑9 forms and required approvals, prior to vendor creation.
• Maintain accurate vendor files, including tax documentation, payment terms, and banking information.
• Coordinate vendor changes in accordance with internal verification and approval procedures.
• Follow established verification procedures for vendor banking changes and electronic payment requests.
• Prepare, review, and distribute annual 1099 forms in accordance with IRS requirements and organizational timelines.
• Maintain organized vendor and 1099 documentation for audit and compliance purposes.

• Review and approve Positive Pay exceptions daily within bank deadlines.
• Process ACH clearing entries timely to support accurate and timely bank reconciliations.
• Complete monthly credit card reconciliations, including Chase and Sam’s accounts.
• Ensure reconciliation batches align with bank withdrawals and supporting records.
• Assist with monthly bank reconciliation support and follow‑up on reconciling items.
• Maintain assigned balance sheet reconciliation schedules, including prepaid and liability accounts.
• Prepare and update prepaid expense schedules.
• Prepare recurring journal entries for assigned accounts.
• Ensure all assigned reconciliations, invoice processing, and accounts payable activities are completed in accordance with month‑end close timelines.

• Support month‑end close activities by completing assigned reconciliations and schedules timely and accurately.
• Maintain accurate supporting documentation for assigned accounts.
• Assist with audit, monitoring,…