Accounts Payable Coordinator

Job Type
Full-time
Description
POSITION TITLE: Accounts Payable Coordinator
TEAM: Finance Team
REPORTS TO: Vice President of Finance
POSITION INTERFACE: All Gable Teams
FLSA Classification: Hourly, Non - Exempt
OBJECTIVE
Responsible for the total maintenance of Accounts Payable on behalf of Gable. Provides advice and assistance related to the processing of company Accounts Payables invoices, necessary to ensure the timely payment of goods and services as required to meet the company's business needs. Team member accurately maintains all company Accounts Payables records in the company's ERP system. Ensures the payment of team member reimbursements in an efficient and timely manner. Maintains Gable personnel and financial information with the highest level of discretions and confidentiality.
KEY PERFORMANCE AREAS
• Match and attach all receiving documents from the warehouse to the appropriate purchase order and then the proper vendor invoice. Review the paperwork to verify that quantities and costs are accurate and consistent across all documents. Post and code vendor invoices in the ERP system accurately and in a timely manner.
• Process check runs on a weekly basis, and on an "as needed" basis when necessary. Check runs are created based on an evaluation of payments that are currently due to vendors.
• Play a key role in the management of cash disbursements, by working closely with the VP of Finance to determine the timing of the release of checks. Considerations must be given to cash availability, and the critical nature of the vendor relationship. Keep accurate track of the status of cut checks, noting the date issued, whether or not the check has been signed, and the date the check is mailed/released to the vendor.
• Review pending purchases to ensure that vendor invoices are approved by appropriate Gable personnel, and returned to Accounts Payable in a timely manner.
ESSENTIAL FUNCTIONS
• Match vendor invoices to purchase orders. Verify that the vendor invoice agrees to the items received against the original purchase order. Reconcile missing information with Purchasing Manager.
• Process a vendor invoice only after it has been approved by the appropriate Gable team member.
• Stamp and assign appropriate GL number to invoice.
• Review pending purchase reports to identify invoices that need to be approved.
• File invoices in check pending A/P file.
• Field and respond to incoming vendor questions and resolve payment issues.
• Review open purchase order reports with Purchasing Manager for verification.
• On a weekly basis post Accounts Payable into the general ledger and run supporting reports.
• Process checks on a weekly basis.
o Print checks, attach supporting documentation, and obtain approval on checks processed for sub-contractors, forward for signatures.
o Separate supporting documentation from checks, fold, stuff and seal envelopes for mailing.
• Verify Accounts Payable statements from vendors.
• Provide supporting documentation for invoicing of Accounts Payable.
• File Accounts Payable reports and check copies.
• Enter first month payables.
• Process and prepare check requests as necessary.
Requirements
OTHER DUTIES
The duties and responsibilities of this position are not limited to those listed in this Job Description. This Job Description is subject to revision and will change over time. At times, this position may also perform other duties and responsibilities as assigned. Team members covered under this Job Description will be notified of any changes
EDUCATION, EXPERIENCE, AND MINIMUM QUALIFICATIONS
• Appointment at the mid-to-maximum pay levels for this position require at a minimum an associate's degree and three (3) years of progressively responsible accounting experience.
• Appointment at the minimum-to maximum pay levels will be based on an equivalent substitution of higher education with recognized formal training courses and three or more years of accounting experience.
• Experience and proficiency with account payables, purchase orders, and check processing software systems.
• Knowledge and experience with Gable's current ERP system a plus.
• Working knowledge and experience with MS Word, Excel, and Outlook programs.
• Ability to work in a team environment with internal and external associates.
• Ability to manage time, establish priorities, and meet deadlines under pressure sensitive time constraints.
• Ability to work independently within established guidelines and with minimum supervisory intervention.
ENVIRONMENTAL JOB REQUIREMENTS AND WORKING CONDITIONS
PHYSICAL REQUIREMENTS
The physical demands described here are representatives of those that are needed to successfully perform the essential functions for this job. While performing the duties of this job the team member is regularly required to talk or hear. Ability to perform sedentary work which involves sitting for extended period of the time but may also involve walking or standing for brief period of time. The team member is frequently required to use hands to type, handle, or feel and reach with hands and arms. Visual acuity (with correction). The team member is occasionally required to stoop, kneel and crouch and carry light items such as papers, book and small parts, etc.
Based on the physical requirements of this position a reasonable accommodation may be made to enable the physically challenged to perform in this position.
WORK ENVIRONMENT
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation. On occasion team member may be exposed to the Production Plant where there is a preponderance of moving mechanical parts, high noise levels, and paint and chemical odors. Team member will exercise good judgement and adhere to all OSHA safety regulations when entering these areas.
ADDITIONAL REQUIREMENTS
All prospective team members must pass a criminal background check and drug test. Candidates
must also meet the requirements for an I-9, e-Verify.