Accounts Payable Coordinator

Job Title
Accounts Payable Coordinator
Job Order ID
Begin Date
Direct Hire
Jacksonville,  FL 32204
Other Location
Under direct supervision of the Accounts Payable Supervisor, this position works in a team setting with general responsibility in the timely and accurate processing of AP invoices including other processes associated in and around the AP function.

Essential Job Functions
  • Processes high volume of vendor invoices for operations inventory and non-inventory items, blanket purchase orders for materials and services, grant funded and contractual purchases of equipment, services, etc. using a 3-way match process (invoice, purchase order, receiving).
  • Processes direct disbursements (non-purchase order requests) timely into payables system.
  • Issues checks or prepares wires on a weekly basis, providing disbursement detail to cash management staff and payees, as required.
  • Serves as the secondary team resource for questions and/or assistance for frontline matters; escalates unusual situations to management, if needed.
  • Pulls vouchered invoices to match Selected Payment reports generated by Treasury.
  • Assists with review of “held” vendor payments.
  • Assigns expense to projects and departments accurately.
  • Reviews general ledger account numbers on procurements, purchase orders and direct disbursement requests and resolves any discrepancies before proceeding with input, seeking supervisor’s assistance if necessary.
  • Assists with monthly reconciliation of vouchers payable.
  • Reviews daily encumbrance and accounts payable edits for accuracy, making corrections before updating to the general ledger.
  • Reconciles statements from vendors, seeking prompt resolution of outstanding or missing invoices.
  • Runs open purchase order reports to identify and research open items or unpaid invoices.
  • Creates and maintains various Excel spreadsheets.
  • Assists team with payable records filing and purging.
  • Assists with other department work as required, including the training of temporary or new staff.
  • Performs related work as assigned.
Knowledge, Skills and Abilities
  • Proficient with Microsoft Office Suite, including advanced functions in Microsoft Excel & Word including look-ups and pivot tables.
  • Recent experience in Oracle V. 12 or similar ERP.
  • Accuracy and speed in data entry and general keyboarding.
  • A change agent  who has high energy and is customer focused.
  • Excellent time management, administrative and organization skills.
  • Excellent analytical skills and attention to detail.
  • Ability to communicate clearly and professionally with employees and customers both orally and in writing.
  • strong interpersonal skills with the proven ability to work with diverse teams.
  • Excellent listening skills using patience and empathy.
  • Ability to handle confrontations constructively.
  • Ability to use good judgement in making decisions in accordance with policies and procedures.
  • Ability to handle multiple tasks and be detail-oriented.
  • Ability to work a flexible schedule.

Required Skills

Associate’s Degree and a minimum of three years relevant experience in financial setting.

A combination of equivalent work experience and training may be substituted for the degree.

General accounting experience to include accounts payable, accounts receivable, project accounting and journal entry preparation in a transit related field is preferred.

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