Accounts Payable Coordinator (P/T 20hours per week, Tuesdays required)
Primary Function: The Accounts Payable Coordinator is responsible for the accounts payable function for all Barnes departments. The coordinator reviews, codes and processes all requests for payments, and supports other Finance Department activities.
Weekly Schedule: 20hours per week, Tuesdays required.
Education/Training/Experience:
- High school diploma or equivalent.
- 5 years’ work experience in accounts payable and customer service.
- Intermediate computer skills working with an integrated accounts payable package, such as MIP.
- Intermediate experience user Microsoft Office suite.
- Strong typing and 10-key calculator speed.
- Strong attention to detail, organization and planning skills.
Physical Demand Analysis:
- Physical Requirements: Lifting up to 10 lbs. 80% of day sitting required.
- Visual Requirements: Extensive computer use and review of documentation.
- Hearing Requirements: Phone use
- Working Conditions: Position operates in an environment that is generally free of noise, dust, temperature extremes or other hazards.
Job Responsibilities:
- Processes accounts payable in an accurate and timely manner on a bi-weekly basis, ensuring the items to be paid are authorized, properly coded and recorded in MIP.
- Sorts vendor mail, distributing mail to appropriate department for processing.
- Prepares Cash Requirement listing for all payment types.
- Processes and distributes bi-weekly checks, drafts & ACH payments.
- Files accounts payable documentation promptly and accurately.
- Documents and presents voided checks to Accounting Manager for processing.
- Prepares monthly sales tax reports for review/approval, then processes electronic payment.
- Prepares parking tax reports and payments.
- Validates and processes petty cash requests, safeguarding the lockbox at all times, and performing reconciliation on a quarterly and as-needed basis.
- Performs company credit card verifications.
- Prepares organizational credit applications.
- Obtains W-9s for all non-corporate vendors, and maintains current filing.
- Prepares 1099s ensuring delivery by regulatory deadline.
- Prepares and sends 1096 transmittal by deadline.
- Courteously answers questions, resolves concerns and provides training for Barnes staff.
- Maintains the highest level of confidentiality and integrity in dealing with sensitive information.
- Performs other duties as requested.
Organization-Wide Competencies:
- Effective Resource Use: Develops strategies and makes decisions that use time and resources wisely, manages resources effectively.
- Customer Focus: Demonstrates desire to help or serve others; identifies, anticipates and addresses internal and external needs; does what is necessary to ensure satisfaction.
- Problem-solving: Identifies problems and/or challenges. Considers pros and cons of all possible solutions. Involves others in developing creative solutions to problems. Makes innovative use of computers and other information technology to contribute to problem solving. Produces practical solutions after carefully considering risks and alternatives. Willingly incorporates new and different information as it becomes available.
- Relationship building: Effectively builds and maintains harmonious, professional, respectful and productive relationships within The Barnes Foundation, professional field and community. Effectively works in a team setting. Communicates honestly and directly; shows diplomacy and tact. Uses appropriate channels of communication.
- Professional Presentation: Complies with organization policy and procedure. Demonstrates self-awareness and understanding of others; listens well; perceives emotions, concerns and interests accurately, and uses these skills to advance The Barnes Foundation mission; creates a healthy work environment; shows composure’ respects people of different cultures, ages and genders.
- Active Learning: Demonstrates curiosity and initiative to seek information; seeks to understand The Barnes Foundation business and outside factors that impact it; learns from best practices and generates fresh approaches; learns from experience and others; acquires skills; seeks feedback and advice resulting in improvement.
- Initiative: Takes calculated risks and does things that are new, different, or out of the box when necessary to reach goals, speaks up, asserts oneself, makes tough decisions in a timely manner; takes responsibility for outcomes.
- Ethics: Demonstrates ethical business practices; demonstrates and conducts oneself in a manner consistent with the organization’s mission statement and core values.
- Promotes the continuous growth of the Barnes Foundation.
- Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values.
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