ACCOUNTS PAYABLE COORDINATOR

Full-time position: Non-exempt position, 37.5 hours per week

Starting Salary: $24.00/hour

Schedule: Week days, Monday through Friday

Benefits: Illinois Municipal Retirement Fund (IMRF). Generous benefit package including several options for health, dental and vision insurance. Other benefits include flexible spending account, life insurance and paid time off (vacation, sick, personal, and holiday time).

Closing date: Until position is filled.

Objective:

Performs a variety of accounting and clerical functions that ensure departmental and library needs are met correctly and efficiently.

Duties:

• Prepare and process accounts payable transactions. Ensure that all invoices and payments are correctly coded, authorized, posted in the financial system according to finance policy.
• Process procurement orders for Library District. Ensures that all orders have been authorized and allocated to corresponding accounts.
• Maintain and track all program/service contracts and conference/continuing education forms. Update spreadsheets with agreement terms, costs and payment-related information. Allocate and process payments according to agreement terms.
• Review, reconcile and process weekly auto license plate sticker sales transactions. Prepare cash transactions for bank deposits.
• Audit and reconcile Finance petty cash boxes which includes funds allocations and change transactions.
• Perform three-way match of purchase orders, receiving reports, and invoices. Comparing purchase orders, prices, terms of payment and other charges.
• Maintain and update 1099 records for accuracy of all vendors.
• Maintain and update fixed asset records including but not limited to addition, disposal and relocation of assets.
• Update and maintain appropriate listing of IRS W-9 and Certificate of Insurance for all accounts payable vendors.
• Create, maintain, and update vendor records in the financial database system.
• Checking for accuracy in report, figures, and postings. Reconciling and reporting any discrepancies found in the records.
• Responds to vendor and employee inquiries regarding invoices, expenses, and check requests; Resolve invoicing and order discrepancies.
• Maintain all finance and account documents in an organized fashion and designate record retention period according to policies and procedures.
• Maintain document imaging and conversion tasks in accordance with federal state and library standards. This includes scanning, indexing and filing documents on local network and cloud devices. Ensures proper documentation and integrity of scan images.
• Process Requests for Information, or RFIs, from employees or external requests and maintain the requests via tracking logs.
• Assist with daily credit card authorization requests and receipts.
• Serve as backup for bi-weekly bank deposits.
• Establish and maintain relationships with library staff, new and existing vendors.
• Performs work of Accounts Payable Analyst and/or Finance Associate as needed or assigned.
• Perform special projects as assigned by the Finance Manager and/or Executive Director.

Supervisory Responsibility:

None

Contacts:

Internal: Library staff and management

External: Vendors

Requirements

Minimum Qualifications:

Education:

Requires expertise typically acquired through completion of an Associate’s Degree in Accounting or equivalent.

Experience

Minimum of 2 year related clerical accounting or finance experience in a comparable business, organization, or library required.

Skills:

Office & Library

• Strong Knowledge of Productivity Suites.
• Knowledge of database applications.
• Must have excellent data entry skills.
• Knowledge of clerical bookkeeping or accounting principles and practices.
• Ability to perform detailed work with numerical data and to perform computations rapidly and accurately.

Communication

• Communicates effectively in English, both orally and in writing.
• Speaking skills in other languages, particularly Spanish, is a plus.
• Ability to establish and maintain effective working relationships with staff and vendors.
• Ability to stay calm and effective in difficult situations.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the functions of this job. Physical requirements include: good speaking, hearing and vision ability, excellent manual dexterity, ability to lift and carry up to 10 pounds frequently and up to 25 pounds occasionally.

Working Conditions:

Work is performed in a typical library business environment. Full-time position which requires some weekend and evening work.