Accounts Payable and Purchasing Coordinator

Weekdays, 1st Shift! No Holidays, No Nights, No Weekends!

General Description:

Maintain all aspects of Accounts Payable as described below. Evaluate costs of purchasing from various vendors to arrive at the best value. Place orders for sites when goods or services are not available from usual vendors. Maintain office and breakroom supplies. Maintain postage machines. Field building and copier issues and direct to appropriate parties for service. Provide back-up for the representative payee function.

Essential Job Functions

• Code and key Accounts Payable invoices into the Intacct accounting system
• Scan vendor information and invoices into Intacct
• Run an Aged AP report each week and cut checks as needed
• Coordinate coverage for office reception function
• Prepare and enter journal entries and reconcile account activity to the General Ledger
• Maintain AP records in accordance with Mass Comptrollers Office standards
• Provide AP information to agency’s auditor and regulatory agencies as needed
• Respond to vendor inquiries
• Manage distribution, tracking and reconciliation of gift cards distributed by programs.
• Back up support to representative payee
• Negotiate contracts with selected vendors
• Maintain a list of approved vendors
• Perform cost analysis and bench marking
• Track, inventory and order person protective supplies and materials.
• Approve WB Mason program office supply orders, raising issues and questions on unusual orders, with VP.
• Order supplies and postage for office and sites as needed

Other Responsibilities

• Reconcile monthly Aged AP to Balance Sheet
• Prepare and submit 1099 filings
• Perform analysis of vendor activity as needed
• Provide timely feedback to VP and Director of Finance and other appropriate users regarding AP issues
• Provide Intacct AP reports to users as needed
• Assure all purchases are of the highest quality
• Suggest vendors to agency staff needing goods or services
• Attend events to keep abreast of market trends
• Distribute Inter-Office and US mail
• Apply postage to all agency outgoing US mail

Qualifications

• Associates degree in business administration, accounting, finance or a related field, Bachelors preferred
• Knowledge of working with and negotiating agreements with vendors.
• Two years of accounts payable experience in all phases as well as general knowledge of accounting.
• Knowledge of relationship between accounts payable, the Balance Sheet and General Ledger.
• Ability to perform involved reconciliations of account activity.

Skills

• Intermediate to advanced computer skills
• Ability to maintain and create Excel spreadsheets of Accounts Payable activity. Good communication skills with agency personnel, vendors and agency’s auditors

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