Job description

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Fiscal Operations

Reports to: Accounts Payable Manager

Supervisory Responsibilities: Yes ☐ No ☒

Summary: The Accounts Payable Coordinator is an important member of the Controller' s staff with responsibility for timely and accurate disbursement, transaction processing and analyses for Catholic Charities

Community Services (CCCS) and the entities for which it provides such services. These services include:

• Ensures cash disbursements are properly prepared, documented, authorized and processed on a timely basis
• Ensures disbursement records are properly maintained and organized, readily accessible for audit purposes

The Accounts Payable Coordinator operates under the guidance of the Accounts Payable Manager and must be a team player with good communication and computer skills. The position's responsibilities includes but not limited to coordinating the workload of accounts payable staff. These skills are required to effectively process transactions and meet audit requirements.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Coordinate the disbursement function of processing Approved for Payment Vouchers (AFPs):

• Review AFPs for overall compliance with policies (appropriate authorized signer, correct general ledger and contract coding , appropriate invoice documentation , extensions and approvals and verification of receipt of goods or services).
• Work closely with Program staff to ensure payments are processed in timely and accurate manner:
• Audit all AFP' s associated with Emergency Client Assistance prepared by program staff.
• Prepare AFP's for CCCS Beacon Division.
• Record stop payments & voids within financial and banking systems.
• Interface with other departments to resolve documentation and other issues; respond to requests for information relating to status of unpaid invoices ; follow up with departmental personnel when appropriate to ensure payments are processed timely to avoid service charges.
• Coordinate with Archdiocese Data Center:
• Batch AFPs for processing, respond to submission inquiries
• Maintain tracking systems for AFP batches sent to the Data Center for entry into the Lawson Accounting System.
• Audit data entry performed by the Archdiocese Data Center.
• Audit checks produced by the Finance Department for accuracy.
• Ensure files are properly maintained and available for audit

Ensure compliance with all legal requirements.

• Ensure compliance with IRS 1099 regulations; obtain appropriate documentation from vendors.
• Assist in annual preparation of 1099s.

Verify the accuracy and completeness of documentation for check signature.

• Attach supporting AFP packages to the checks submitted for review and signature.

Prepare, maintain and develop departmental reporting:

• Prepare weekly cash requirement reports in supervisor' s absence for approval by Controller.
• Prepare productivity and status reports for the monthly Controller's meeting.
• Maintain master file of vendor contracts.

Additional Responsibilities

• Assume duties of Accounts Payable Manager when necessary.
• Prepare monthly Archdiocesan liability report.
• Prepare monthly corporate credit card vouchers and audit all documentation.
• Assist with the assessment and implementation of automation of expense reporting, payments and workflow.
• Special projects as required including comparable duties that may be assigned.

Position Type and expected hours of work:

This is a full-time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday - Friday. Additional weekend and evening hours may be required to meet agency deadlines.

Working Conditions and physical demands required:

• Remain in a stationary position at a workstation and use a computer at least 70% of the time
• Ability to carry work papers and a laptop to various locations
• Meet competing deadlines

Significant working relationships:

• Finance Department, corporate departments (Executive Directors, CFO, Human Resources, Program Support and Controller' s group), program departments, auditors, banks and Archdiocese staff.

Qualifications

Education and/or experience required:

• College Degree (Bachelors preferred) and
• 3 years' relevant experience (previous Supervisory experience considered a Plus) OR
• High School Diploma/GED and 5 years relevant experience

Skills, Licenses, and/or competencies required:

• Willingness to work a flexible schedule, including evenings and occasional weekends.
• Good interpersonal skills exhibited by the ability to communicate clearly with staff, management and other departments in a professional manner (both written & verbal).
• Good knowledge of Excel and Word.
• Ability to work as part of a team and manage the department in the absence of Accounts Payable Manager

Considered A Plus:

• Non-profit experience
• lnfor Lawson Finanacial Systems

COVID-19 Adjustment: Position will be onboarded virtually. Potential to orient to the physical office space in person depending on CDC and agency requirements at the time of onboarding. Updates to protocol are implemented on a regular basis.

Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law.

Job Type: Full-time

Pay: $32.96 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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