Accounts Payable Coordinator

Position Overview:

Under the supervision of the assistant controller, this position will perform the following accounts payable and general accounting tasks:

• Compare purchase orders to invoices prior to payment

• Enter invoices for payment

• Monitor open purchase orders and resolve as necessary

• Monitor the company credit card portal

• Reconcile prepaid accounts for insurance, postage and other expenses

• Monitor monthly utility invoices and record accruals as needed

Essential Functions and Responsibilities:

Vendor Management

• Set up and maintain vendors: enter and update vendor information, ensuring appropriate documentation is received (e.g., W-9 forms)

• Set up vendors for online/ACH payment following internal processes for verifications and approval

• Review vendor statements, compare with Bill.com to ensure all invoices are captured and paid

Invoice Management

• Match invoices to purchase orders

• When invoices are received, compare to purchase order to ensure appropriate approvals have been obtained, quantities and prices between the purchase order and invoice match, and goods have been received

• Enter invoices in Bill.com

• Review

Purchase Orders

• Monitor open purchase orders

• Review open purchase requisitions and purchase orders to determine if further action is necessary (e.g., missing approvals, missing receipt of goods, missing invoices, etc.)

Accounts Payable Reconciliation

• Prepare an account reconciliation comparing Bill.com and Veracross general ledger balances on a monthly basis

• Research and resolve discrepancies

1099 Management

• Review vendor information and corresponding transaction information to ensure accuracy and completeness in preparation for the annual filing of 1099s

• File annual 1099s and reports annually in January

Prepaid Accounts Reconciliation

• Prepare monthly account reconciliations for prepaid insurance, prepaid Postage and prepaid other to monitor balances

• Identify missing or miscoded invoices

Company Credit Card Reconciliation

• Download credit card transactions monthly, review account coding and send a summary approval to executive directors

Other duties as assigned

Experience and Skills:

Minimum Qualifications:

• Basic/intermediate accounting skills

• Microsoft Excel experience

• Excellent organizational skills

• Strong customer service skills

• Able to multitask

• Excellent time management skills and able to meet deadlines

• Excellent oral, written communication skills

• Active listener

• Able to independently research and resolve issues

Preferred Qualifications:

• Experience in accounts payable preferred

• Bachelor's degree in accounting or related field or progress towards such degree

• Previous experience working in an office environment, particularly within an accounting team

Working Conditions

• Professional office environment

• Routinely uses standard office equipment such as keyboards, laptop computers, phones, scanners, etc.

Physical Requirements:

• Able to communicate through a variety of modes, such as talking in-person, on the telephone or through email or other written communication

• Able to sit and stand for extended periods of time

• Frequent use of keyboard

Disclaimer:

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons.

The Blake School is a pre-kindergarten through grade 12, co-educational, nonsectarian, independent day school enrolling 1,331 bright, talented students from nearly 56 Twin Cities-area communities. Founded in 1900, The Blake School has the advantage of facilities and campuses designed for specific developmental ages. Blake's mission is to engage students with a dynamic, academically challenging education in a diverse and supportive community committed to pluralism and a common set of values. Students pursue an integrated program of academic, artistic and athletic activities, preparing for college, lifelong learning and purposeful lives as community and global citizens. The school community is also guided by its