Accounts Payable Coordinator

POSITION DESCRIPTION

St. Catherine's School is an Episcopal day school in Richmond, Virginia, founded in 1890 enrolling roughly 950 girls age 3 through grade 12. Located on a 16-acre campus in the western part of the city, St. Catherine's core values include pursuing academic excellence, developing character, nurturing spiritual growth, celebrating individuals, and building community.

St. Catherine's School provides a rigorous education that prepares girls with diverse perspectives for a lifetime of learning, leadership, and service in a global community.

St. Catherine’s School seeks a committed and solutions‑oriented full‑time Accounts Payable Coordinator. As part of the Business Office team, the Accounts Payable Coordinator is responsible for the accurate and timely processing of accounts payable transactions, vendor management, cash receipts, and general accounting support for the School. This position serves as a key member of the Business Office by ensuring compliance with internal controls, maintaining strong vendor relationships, supporting financial reporting and audits, and providing exceptional customer service to faculty, staff, and external partners.

Supervisor: Controller

Supervisory Responsibilities: None

Position Status: Salaried, non‑exempt, full‑time, regular, 12‑month schedule

Hours of Work: Standard work week

• Receive, review, verify, and process vendor invoices, purchase orders, employee reimbursements, and credit card statements
• Ensure all invoices are properly approved, accurately coded, and processed according to established policies and payment terms
• Prepare and process payment runs, including checks, ACH payments, and wire transfers as appropriate
• Mail payments and coordinate expedited or special handling when necessary
• Maintain organized electronic and physical accounts payable records in accordance with audit and record retention requirements
• Monitor and respond to vendor and internal accounts payable inquiries
• Receive, process, and accurately record deposits and cash receipts from various departments, including the School Store, facilities rentals, and other campus operations, and assist with account reconciliations
• Support month‑end and year‑end closing activities, including reconciliations, accruals, and financial reporting

• Serve as the administrator for the School's business credit card program, including card issuance, maintenance, and reconciliation
• Provide general bookkeeping and accounting support to the Business Office
• Assist with internal and external audits by preparing requested documentation and schedules
• Manage central office supply ordering and inventory for administrative departments
• Assist the Chief Financial Officer and Controller with special projects, financial analysis, and process improvement initiatives
• Identify opportunities to improve efficiency through automation, technology, and best practices

• Establish and maintain vendor records, including collecting and maintaining W‑9 documentation
• Reconcile vendor statements, research discrepancies, and resolve payment issues in a timely manner
• Prepare annual 1099 reporting and ensure compliance with IRS reporting requirements
• Assist faculty and staff with vendor setup, purchase orders, reimbursement requests, credit applications, and other accounts payable processes
• Develop and maintain positive working relationships with vendors and service providers
• Note:
  
  This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts St. Catherine’s School’s right to assign or reassign duties and responsibilities to this position at any time.

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to grasp, handle and feel objects, tools, or…