Summary:
Overview
The Accounts Payable Coordinator assists the Accounts Payable Manager and works hand in hand with the Senior Accounts Payable Coordinator in processing supplier invoices. The Accounts Payable Coordinator is responsible for the accurate and timely processing of all invoices in accordance with ASPCAâs policies and procedures. This position will also assist with reconciliations, system improvements, and month-end close activities to ensure the integrity of the Accounts Payable function. He/she must be able to work as a team in a diverse cultural environment and be committed to improving the lives of animals.
Who We Are
The ASPCA Finance Department provides the financial services necessary to support the program operations and our life-saving work for animals. The Finance Team has a collaborative working environment that encourages innovative thinking, continuous learning and active participation in program activities. Â
What Youâll Do
The Accounts Payable Coordinator reports directly to the Manager, Accounts Payable and has no direct reports.
Where and When Youâll Work
If the position is on-site: This position is an on-site role and reports to New York, 8th Avenue ASPCA location.
What Youâll Get
Compensation
Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future.
The target hiring range for this role is $27.41 - $28.85 per hour.
Benefits
At the ASPCA, you donât have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:
Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions â we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.
Responsibilities:
Responsibilities
Responsibility buckets are listed in general order of importance, and include but are not limited to:
Supplier Invoice Processing
Verify the validity, accuracy and completeness of all supplier invoices and credit memos.
Ensures all payment requests include proper supporting documentation, correct account coding, and required approvals.
Review invoices for appropriate General Ledger coding and classification (i.e. fixed asset, work-in-progress, prepaid expense, service contracts) and ensure proper accounting period application.
Process purchase order related invoices.
Review and update of invoice allocations to the various cost centers and updating allocations based on updated information.
Enter invoices into Workday accurately and in a timely manner.
Process, review and validate invoices captured through OCR technology, ensuring accurate data extraction, correcting exceptions, and routing invoices through the appropriate approval workflow.Â
Processes invoices for payment in accordance with vendor payment terms, taking advantage of all purchase discounts.
Utilize AP automation tools to improve efficiency, accuracy, and workflow consistency.
Ensure adherence to company policies and approval workflows.
Miscellaneous Payments
Handles special check requests as required.
Creates refund request as Miscellaneous payment category in Workday
Maintain and monitor miscellaneous payees to prevent duplication and convert payees to suppliers when appropriate.
Customer Service & Vendor Relations
Research supplier accounts and respond promptly to vendor inquiries while maintaining a positive relationship.
Provide AP documentation and support to internal departments upon request.
Collaborate with Procurement to resolve purchase order and invoice discrepancies.
Resolve returned payments as requested by Treasury Specialist.
Support self-service users by troubleshooting invoice issues and ensuring smooth processing.
Supplier Statement Reconciliation
Reconcile supplier statements to the Accounts Payable supplier payment history and resolve outstanding balances or discrepancies.
Assist Accounts Payable Manager in identifying and resolving account variances through documentation review and follow-up.
Special Projects & System Support
Participate in system upgrades, testing and implementation initiatives.
Support process improvement efforts to enhance Accounts Payable efficiency and accuracy.
Perform additional duties and projects as assigned by the manager.
Assist Accounts Payable Manager to print check payments, secure check signatures and mail or deliver to appropriate department.
Assist in monitoring draft invoices in Workday to prevent overdue payments and to maintain the integrity of Workday.
Qualifications
Knowledge of Accounts Payable procedures in a computerized environment.
Understanding of the importance of proper documentation.
Strong mathematical and computational skills.
Proficiency in Microsoft Office Excel and Word preferred.
Experience with Workday in a professional environment a plus.
Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.
Ability to establish and maintain effective working relationships.
Must be detail-oriented and be able to work in a meticulous, thorough and detailed manner.
Ability to work in a fast paced environment.
Ability to handle highly sensitive information and maintain strict confidentiality.
Ability to provide kind and courteous customer service
Ability to exemplify ASPCAâs core values, behavioral competencies, and commitment to diversity, equity, and inclusion.
LanguageÂ
English
Education and Work Experience
Associate or Bachelorâs degree in accounting or equivalent work experience
At least 2-5 years of accounts payable experience is required.
Qualifications:
See above for qualifications details.
Language:
English (Required)Education and Work Experience:
Associates: Accounting, Bachelors: Accounting
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