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 FunctionsCode and key Accounts Payable invoices into the Intacct accounting systemScan vendor information and invoices into IntacctRun an Aged AP report each week and cut checks as neededCoordinate coverage for office reception functionPrepare and enter journal entries and reconcile account activity to the General LedgerMaintain AP records in accordance with Mass Comptrollers Office standardsProvide AP information to agency's auditor and regulatory agencies as neededRespond to vendor inquiriesManage distribution, tracking and reconciliation of gift cards distributed by programs.Back up support to representative payeeNegotiate contracts with selected vendorsMaintain a list of approved vendorsPerform cost analysis and bench markingTrack, 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 neededOther ResponsibilitiesReconcile monthly Aged AP to Balance SheetPrepare and submit 1099 filingsPerform analysis of vendor activity as neededProvide timely feedback to VP and Director of Finance and other appropriate users regarding AP issuesProvide Intacct AP reports to users as neededAssure all purchases are of the highest qualitySuggest vendors to agency staff needing goods or servicesAttend events to keep abreast of market trendsDistribute Inter-Office and US mailApply postage to all agency outgoing US mailQualificationsAssociates degree in business administration, accounting, finance or a related field, Bachelors preferredKnowledge 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.SkillsIntermediate to advanced computer skillsAbility to maintain and create Excel spreadsheets of Accounts Payable activity. Good communication skills with agency personnel, vendors and agency's auditorsIND1

Created: 2025-03-12