Accounts Payable Coordinator

Supports:
Finance & Operations

Organizational Reporting:
Executive Director

Role Type:
Part-Time Staff Role (29 hours per week)

The Accounts Payable Coordinator role exists to ensure that every dollar Plainfield Christian Church spends is properly requested, documented, approved, and paid; that ministry leaders have clear, timely information about their spending; and that the church’s books for all disbursements are kept accurately. This role frees ministry leaders to focus on ministry by making the process of getting things paid simple, dependable, and well-stewarded.

This role is both relational and operational. It works alongside the Accounts Receivable Coordinator, who keeps the books for money coming in, within a finance structure that deliberately separates the handling of money going out from money coming in, a practice that protects the congregation, the staff, and the church’s witness.

• Receive check requests and invoices from ministry leaders, confirming approval, supporting documentation, and fund and account coding.
• Enter approved invoices and check requests into the accounting system, coded to the correct fund and account.
• Prepare check runs, print checks, route them to authorized signers with supporting documentation, and see them mailed according to church procedure.
• Review staff and volunteer reimbursement requests for documentation and policy compliance.

• Maintain the church’s internal vendor file, including contacts, terms, and documentation.
• Collect a completed W-9 and obtain Executive Director approval before setting up any new vendor in the accounting system.
• Prepare and issue annual 1099s using vendor payment totals from the accounting system, staying current on reporting thresholds and deadlines.

• Administer the church’s credit and purchasing card program, including issuing cards, setting limits, and closing cards promptly when no longer needed.
• Collect receipts, code charges, and reconcile every charge to the monthly card statement by each statement close.

• Prepare and publish the monthly departmental expense report showing spending against budget.
• Post expense-side journal entries and accruals and complete the expense portion of the month-end close, with any manual journal entry approved by the Executive Director.
• Prepare the expense section of the month-end financial reports and explain variances to leadership.

• Serve as the clear, friendly point of contact for anyone who needs something paid, training ministry leaders on check request, reimbursement, and card procedures and helping them understand their budgets.
• Communicate with vendors professionally and ensure they are paid accurately and on time.
• All the above to be facilitated with an awareness that every dollar spent was first given as an act of worship, and with an eye toward making it easy for ministry leaders to do ministry well.

• Document requests, approvals, and questions in writing so the church’s financial records carry a clear audit trail.
• Provide finance updates during bi-weekly Operations Team meetings.
• Cross-train with the Accounts Receivable Coordinator to provide coverage during absences, following documented coverage procedures, and model a collaborative, servant-hearted posture within the staff team.

• Demonstrated proficiency in Microsoft Office, particularly Excel (Outlook, Word, Excel, Teams).
• Experience with church management and…