Accounts Payable Coordinator (Part-Time, Temporary)

Ministry Function

The Accounts Payable Coordinator supports the ministry of Convoy of Hope by providing operational support within all areas of the Finance Division, accurately recording, and expediently processing payments for all invoices.

Essential Duties & Responsibilities

• Reviews invoices, reimbursements, expense reports, and capital requests for correct coding and calculations, supporting documentation, and appropriate approval and authorization.
• Reviews and follows up on documents submitted to Accounts Payable for compliance with expense policies.
• Performs Accounts Payable data entry.
• Ensures all received invoices are processed and run according to weekly deadlines.
• Performs the check disbursement process by matching checks with invoices and mailing checks with proper remittance advices.
• Consistently monitors the Accounts Payable email inbox and responds timely to inquiries and requests.
• Performs detailed reviews and timely data entry of transportation reports to ensure accuracy, compliance, and completeness. Follows up with the Transportation department to resolve issues as needed.
• Performs Finance-related filing — including paid invoices, employee expense reports, credit card reports, and other Accounts Payable–related files — on an ongoing basis to meet end-of-week filing deadlines.
• Maintains electronic vendor files, including all paid invoices, in the accounting system.
• Ensures all related vendor documents are electronically captured in the vendor profile.
• Maintains responsibility for the timely acquisition and retention of IRS forms, Office of Foreign Assets Control checks, contracts, agreements, and other documents.
• Communicates with vendors and employees regarding outstanding invoices, reports, questions, and inquiries.
• Consistently works with an Accounts Payable Compliance Specialist to ensure all employee reimbursement and credit card reports are reviewed and processed, meeting weekly and monthly deadlines.
  • Reviews all reimbursement requests submitted to Accounts Payable for compliance with expense policies within the same week of receiving the report. Follows up with employees to resolve issues.
  • Reviews monthly credit card reports in detail to ensure accuracy, compliance, and completeness. Follows up with employees in the same month that the report is received to resolve issues.
  • Reviews cash advance reports in detail to ensure accuracy, compliance, and completeness. Follows up with employees to resolve issues.
• Acts as a backup in the completion and submission of credit applications to prospective vendors.
• Fulfills all other duties as assigned.

Required Knowledge, Skills & Abilities

• An associate degree in business or a related field is preferred. A high school diploma or equivalent is required.
• Two or more years of finance, administrative, or management experience is required.
• Two or more years of accounts payable or similar data entry experience is required.
• Exhibits ability to key data quickly and accurately with strong attention to detail.
• Demonstrates strong communication skills to follow up with Convoy of Hope personnel at all levels, and to bring resolution to outstanding AP and coding-related questions.
• Displays strong organization skills with the ability to efficiently multitask.
• Positively contributes to team projects and cooperates with all team members.
• Exhibits experience working with Microsoft Office.
• Maintains a professional and positive working relationship with vendors, volunteers, donors, and fellow team members.
• Arrives at work on time with reliable attendance.
• Demonstrates strong problem-solving skills and the ability to remain calm under pressure and maintain tact in difficult situations.
• Demonstrates excellent written, oral, interpersonal, and computer skills.
• Accurately follows verbal directions and written processes.
• Attends and actively participates in Convoy of Hope At Home Week meetings and activities as a required responsibility to the organization and fellow team members.
• Serves as an advocate for the ministry, striving to nurture, broaden, and develop financial and other resource opportunities to support and expand organizational and program ministry.
• Positively represents the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.
• As a Christian organization, Convoy of Hope believes it is critical that team members embrace the organization’s religious purposes for which it exists, and not only agree with its Statement of Faith but demonstrate it in their lives on an ongoing basis.

Supervisory Responsibilities

This position has no direct supervisory responsibilities at this time.

This is temporary, part-time position expecting up to 25 hours per week for the duration of 9 months.